rally organizer’s guide for · an ideal eventing rally mix will include several small inter-or...

USPC®

Rally Organizer’sGuide for

USPC®

Rally Organizer’sGuide for

Eventing Competition2 0 1 1

Eventing Competition2 0 1 1

®

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Copying permitted for internal use only by members and volunteers ofThe United States Pony Clubs

Table of Contents

Eventing Organizer’s Guide – 1

SECTIONS PAGE

INTRODUCTION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

Planning Eventing Rallies for the Region . . . . . . . . . . . . .A . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

JOB DESCRIPTIONSOrganizer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .B . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

Secretary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .C . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12

Treasurer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .D . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

Grounds Chairman . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .E . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18

Stabling Chairman . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .F . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21

Hospitality Chairman . . . . . . . . . . . . . . . . . . . . . . . . . . . . .G . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24

Communications Chairman / Announcer . . . . . . . . . . . . . .H . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27

Scorer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .I . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31

Dressage Chairman . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .J . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33

Dressage Warm-up Steward . . . . . . . . . . . . . . . . . . . . . . . .K . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36

Cross-Country Chairman . . . . . . . . . . . . . . . . . . . . . . . . . .L . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37

Fence Judge Coordinator . . . . . . . . . . . . . . . . . . . . . . . . . .M . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41

Cross-country & Stadium Jumping Warm-up Steward . . .N . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43

Stadium Jumping Chairman . . . . . . . . . . . . . . . . . . . . . . . .O . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44

Awards / Parade of Teams Chairman . . . . . . . . . . . . . . . . .P . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

APPENDIX PAGE

APPENDICESRally Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48

Letter of Acknowledgment of Contribution . . . . . . . . . . . .2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

Reimbursement Voucher . . . . . . . . . . . . . . . . . . . . . . . . . . .3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50

Rally Announcement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

Rally Invitation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53

Team Entry Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56

Individual Entry Form . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .57

Scheduling Turnout Inspection and Dressage . . . . . . . . . .8 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58

Rally Program (includes Order of Go) . . . . . . . . . . . . . . . .9 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .59

Timing Cross-Country at an Eventing Rally . . . . . . . . . .10 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65

Stadium Jumping Judges’ Folder . . . . . . . . . . . . . . . . . . .11 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67

Organizing an Eventing Rally Held in Conjunction

with a USEA Horse Trials . . . . . . . . . . . . . . . . . . . . . . . .12 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68

Introduction

2 – Eventing Organizer’s Guide Introduction, page 1 of 1

INTRODUCTIONThe core activity of Pony Club is based on the instruction of

riding on the flat, riding over fences and in the open. Eventing

embodies these three disciplines – and more – than any other,

tests the training and skills of horse and rider.

USPC Eventing rallies provide a stage for Pony Club members

to demonstrate the knowledge and skills they have acquired

through Pony Club instruction as they compete on teams with

minimal adult assistance. You, as Organizer of an Eventing

Rally, will set this stage.

These notes are intended as a guide to help you. They have

been prepared to lead the Organizer safely through his / her

first rally and to furnish guidelines for inexperienced

volunteers who may be filling the necessary supporting roles.

Adjust them to suit your rally and rally personnel. Many of

these jobs may be combined and done by one person at a small

rally, especially at the D level. At a very large rally, you may

want to divide them again – whatever works for you.

Remember, though, all jobs must be done at all rallies, and it is

up to the Organizer to see that they are completed in a timely,

economical way.

Rallies should not be elaborate productions and above all,

should not be expensive. Keep in mind that all costs are passed

on to competitors in entry fees. Volunteers should be

responsible for their own food and drink, but cold water should

always be available for all. Rallies should not be fund raisers.

Your motto should be: Keep it simple, keep it safe, make it a

learning experience.

Materials you will need to help you achieve this are current

copies of the following:

• USPC Eventing Organizer’s Kit (includes all necessary

forms and score sheets to be duplicated)

• USPC Rules for Eventing Rallies (Eventing Rulebook)

• USPC Horse Management Handbook and Rules forCompetitions

• “USPC Annual Eventing Newsletter”

• The “USPC Eventing Rally Organizer’s Check List”

(included in the kit) is a quick reference to keep you on track.

Keep it handy and refer to it often.

All of the above materials are available at the USPC National

Office and online at www.ponyclub.org. Become thoroughly

familiar with them as well as your own region’s rally policies.

Section A: Planning Eventing Rallies for the Region

Section A, page 1 of 3 Eventing Organizer’s Guide – 3

PLANNING EVENTING RALLIES FORTHE REGIONA Pony Club Eventing Rally is a team competition of three

distinct mounted tests, during which a competitor rides the

same horse throughout, namely:

• Dressage

• Cross-Country (XC)

• Stadium Jumping (SJ)

In addition, the competitor shall demonstrate knowledge

appropriate to his / her rating in the following unmounted

phase:

• Horse Management (HM)

Competition may be offered at D, Beginner Novice, Novice,

Training and Preliminary levels for properly qualified

competitors. National Championships are held at the Beginner

Novice, Novice, Training and Preliminary Levels. (See current

USPC Rules for Eventing Rallies.) Rallies may be run over

one, two, or three days. The usual order of the riding Tests is

Dressage, Cross-Country, Stadium Jumping, but riding tests

could be altered to Dressage, Stadium Jumping and Cross-

Country.

The Regional Supervisor (RS) should seek out possible sites

and Organizers for Regional Eventing Rallies a full year in

advance. The sites*, dates, and Organizers or Organizing clubs

should be firmly established at the Regional Fall Planning

Meeting. *(Some sites may need to be booked earlier).

An ideal Eventing Rally mix will include several small inter-or

intra-club D Rallies, including a D1 rally, a mixed D level rally,

a D-3 and Beginner Novice rally and a Regional Rally with a

qualifying Novice, Training, and Preliminary divisions. Any

reasonable combination is acceptable. See current USPC Rulesfor Eventing Rallies (Eventing Rulebook).

The newest Pony Club parents have heard of and want their

children to attend a “D Rally”, and may be its Organizers. The

spectrum of D-level Eventing Rallies covers a greater number

of Pony Club members than any other competition USPC

offers, except for Quiz, and should be as well-organized as the

qualifying Training and Preliminary Rallies. This is where

Pony Club teamwork – the essence of Pony Club is learned.

These guidelines may seem complex for a D Rally, but if

carefully read and digested, will answer many questions before

they become problems.

As stated several times elsewhere, adjust the guidelines to

suit the rally, but do not ignore or bend the rules at any

rally. Rallies are competitions, not schoolings, and must be

treated as such.

While it is important to have strong leadership, major respon -

si bilities at a Beginner Novice / Novice / Training / Preliminary

Regional Rally should be shared among several clubs,

(possibly different ones each year and probably a different

Organizing Club each year), so that numerous people in the

region are familiar with organizing Eventing Rallies.

Otherwise, if a core club “burns out,” it will be difficult to

replace its leadership.

TYPICAL SCHEDULE FOR ANEVENTING RALLY• Official “Grounds Opening” (earliest time teams may arrive

and begin setup – packets should be ready at this time).

• Official “Rally Opening” / Initial Briefing (teams must pick

up packets and start setting up if they have not yet done so)

• Hours each day at which “Stables Open” and “Stables

Close” (multi-day rallies only)

• Hour at which “Stables Open to Visitors”

• Horse Inspection (jog out)

• Jog Out (not required at D Rallies but may be held)

• Briefing by Judges / Officials

• Turnout Inspection

• Dressage Test

• Cross-Country Briefing

• Cross-Country Course Walk

• Safety Check

• Cross-Country Test

• Vet Check

• Turn Back (not required at D Rallies but may be held)

• Safety Check

• Stadium Jumping Test

• Final Critique

• Awards / Parade of Teams

• HORSE MANAGEMENT JUDGING CONTINUES

THROUGH OUT THE COMPETITION.

• The above order of the elements of a rally is not absolute.

Briefings / critiques, Jog Outs and Turn Backs may be more

/ less than above and at different intervals during the rally as

the Organizer / Ground Jury / Technical Delegate (TD) deem

necessary.

SITE REQUIREMENTSBefore undertaking any Eventing Rally, be sure everyone

concerned understands that it should be safe, educational, and

fun. Good organization and smooth operation are essential. Be

sure suitable areas are available on site for all activities listed

below.


4 – Eventing Organizer’s Guide Section A, page 2 of 3

1. HORSE INSPECTION (Jog-Out) AREA (if necessary)

should be a flat area near stabling or trailer parking. A

grassy strip, well packed gravel or paved driveway

providing a smooth surface is ideal. Check with Chief

Horse Management Judge and Vet for suitability.

2. TURNOUT INSPECTION (TI) should be held close to

the stabling area and form part of a natural flow toward

Warm-up and then the Dressage arena.

• TURNOUT INSPECTION WAITING AREA should

have adequate space for four horses.

• TURNOUT INSPECTION AREA(S) Each area should

be about 18 feet square to allow horse, competitor, and

Horse Management (HM) Judges to move around safely.

It should be roped off or otherwise very clearly

designated and separated from the public.

3. DRESSAGE: The Dressage area should be away from any

jumping phase, stabling, parking, loading areas or food

booths.

• WARM-UP AREA is ideally at least an acre (large

enough for trotting, cantering, and longeing) and should

be close enough to arenas to facilitate continuous flow.

Water for humans should always be available in this area.

• DRESSAGE ARENAS: Small – 20 m x 40 m; Standard

– 20 m x 60 m (dressage test used will determine size)

This area should be as flat as possible and free from

ridges, furrows, and rocks. A minimum of 15m.(50’)

should be marked off with surveyor’s tape around each

arena as off limits to photographers, spectators, and

uninvolved officials. If the site permits, the entire area

can be roped off so that competitors / stewards / judges

are the only people permitted inside.

4. CROSS-COUNTRY (An experienced course advisor is

essential).

• SAFETY CHECK AREA – should be about the same

size and marked off in the same way as the FI area (see

above) and must be clear of the start of XC.

• WARM-UP AREA – is ideally at least an acre

(depending on number and level of riders) with flagged

practice fences. See current USPC Rules for EventingRallies for specific requirements.

• COURSE REQUIREMENTS: The terrain should be

open fields and / or well-cleared trails. All obstacles

should be readily accessible to repair or rescue vehicles.

• D-1 rallies are not required to include a Cross-Country

course in the open.

A safe option is a small obstacle course or bending

poles in an enclosed area.

• D-2 courses should be in a relatively confined area.

• See current Eventing Rulebook for actual specifica -

tions for all levels.

• VET CHECK AREA should be marked off in the same

way as FI and Safety Check areas and must be clear of

the XC finish. Water should be available for humans in

this area.

5. STADIUM JUMPING (A course designer is essential).

• SAFETY CHECK AREA Same requirements as XC

above. Must not interfere with start of SJ.

• WARM-UP AREA requires about the same as XC above.

Water should be available for humans in this area.

• STADIUM JUMPING ARENA should be enclosed, at

least 80 m x 80 m of flat or gently rolling ground and

may contain a tree or two.

6. PARKING

• VANS AND TRAILERS. Trailers from which teams at

one-day competitions are working should be parked

separately from other vehicles; room must be allowed for

rider and horse to move about. If teams are working out

of stalls, vans and trailers should be parked out of the

stabling area, unless needed as tack or feed rooms.

Minimum spaces per vehicle are:

• Vans – 20’ x 40’.

• Two-horse trailers – 14’ x 26’.

• Four-horse trailers – 14’ x 40’.

• VEHICLES OF SPECTATORS, COMPETITORS,

PARENTS, AND FRIENDS must be parked out of the

stable area and away from competition areas. Allow 14’

x 25’ per car.

• THE ORGANIZER, SECRETARY, TECHNICAL

DELEGATE (TD) AND PRESIDENT OF THE

GROUND JURY should be able to park close to Rally

Headquarters to be readily available when needed. (For

HM Judges’ parking see “Stabling” below).

• EMERGENCY VEHICLES should be parked where

they are readily available to medical personnel. Their

exit must not be blocked by another vehicle.

7. STABLING

• STABLES

• Permanent, if available, are preferred.

• Tents and temporary stalls are very expensive and are

seldom used for rallies.

• PARKING: Allow parking spaces for some Horse

Management Judges, plus space for farriers’ and

veterinarians’ vehicles, with room to maneuver.

• LOADING AND UNLOADING Designate an area

easily accessible to stalls to be available before and after

the Rally.


Section A, page 3 of 3 Eventing Organizer’s Guide – 5

8. HEADQUARTERS / INFO / ANNOUNCING /

SCORING / HM / MEDICAL

• RALLY HEADQUARTERS (work area for Organizer

and Secretary and Chairmen) needs to be central to the

competitors and Horse Management; a stall in the stable

area is a good place for this vital center. This area needs

privacy, and should NOT be combined with the

Information Center, for much of the next-phase assembly

/ storage, meetings of officials and Inquiries / Protests

hearings are held here.

• INFORMATION CENTER should be central to

spectators, and close to the Announcer. Team packets are

usually distributed here. This should not be combined

with the Rally Headquarters.

• ANNOUNCER’S BOOTH or vehicle (May be Control

Center at a large rally) Should be near Information

Booth, and is sometimes combined with it. Amplifiers

and microphones must be protected from direct sunlight,

rain and snow. Sometimes moves to become Control

Center for Cross-Country and to the Stadium Jumping

location for that phase.

• SCORERS’ OFFICE or vehicle (separate and protected

from interruption): MARK IT “PRIVATE”!

• SCORE BOARD should be way from Scorers’ room,

near Announcer and Information Center. Place a second

board in stable area for posting scores for competitors’

review during the 30-minute protest period.

• HORSE MANAGEMENT OFFICE – Usually a stall in

the stabling area. Needs table and chairs just as other

offices. Ask Chief HM Judge for other requirements.

(May also need a separate Stable Office for sale of hay,

grain, etc. that is NOT HM Judges’ job!)

• MEDICAL EMERGENCY OFFICE / AREA / TENT –

Plan this with local EMTs, ambulance service, etc. Will

need chairs and a table; a cot would be useful. Place in

the shade, please!

9. EATING FACILITIES

• FOOD BOOTH – either professionally or club / region-

catered is always welcome.

• COMPETITORS AND CHAPERONES

• Place for tent with caterer, volunteer or professional, if

food is being supplied in this way.

• Place to pick up box lunches, catered or volunteer, or

any other delivered meals.

• Place for cold water for humans in the barn area.

• JUDGES AND OFFICIALS – as for competitors, but at

a distance from them. The Hospitality Chairman should

take special care of the Judges’ and Officials’ meals.

Water and / or cool drinks should also be available at all

times.

• PARENTS AND OTHERS – provide list of available

facilities and directions.

10. HOSPITALITY

• JUDGES, CHAPERONES, PARENTS, AND OFFI -

CIALS. A general gathering place with refreshments for

adults is pleasant but not essential.

• COMPETITORS. At a two or three-day competition, a

tent or hall for a competitors’ party in the evening

following Cross-Country may be necessary.

11. TOILETS

• SITES FOR PORTABLE TOILETS may not be

necessary if the facility you have chosen has suitable

permanent ones for your use. Check before ordering

portables.

12. TELEPHONES

• If a telephone is not available for your use on the

grounds, arrangements must be made to have a cellular

phone available at all times.

Section B: Eventing Rally Organizer

6 – Eventing Organizer’s Guide Section B, page 1 of 6

EVENTING RALLY ORGANIZERJOB DESCRIPTION: The Eventing Rally Organizer is the

overall director of the rally from the day of initial preparation

to the final Wrap-up Meeting. The person filling this position

should be not only well-organized and a self-starter, but also

friendly, diplomatic and able to delegate jobs.

IMPORTANT: The Organizer must have a copy of and be

familiar with the current USPC Rules for Eventing Rallies(Eventing Rulebook) and the USPC Horse ManagementHandbook so that the rally preparations comply with those

rules and standards. During the Rally the officials will

provide technical expertise. During the months of

preparation the Organizer must be able to monitor and

provide guidance to the various Chairmen based on the

USPC rules.

Ask your Regional Supervisor or a District Commissioner

(DC) for a copy of the “USPC Eventing Annual

Newsletter.” Eventing Rule changes, special USPC rally

information, Dressage tests for Eventing, and qualifying

information are included in this newsletter, which is usually

distributed each spring.

At a Regional Rally, this position is ideally not filled by the

Regional Supervisor (RS); the neutral authority that the RS

must sometimes assert would be negated, as would his / her

inherent position of regional host to the parents and other

spectators. It is also often difficult for a DC to be an Organizer;

the DC’s first responsibility is preparing club team(s) for the

rally, at just the time the Organizer is busiest. Of course there

are exceptions; common sense and local circumstances must

prevail, but do look elsewhere first! An interested, organized

parent is a good possibility. It helps if he / she is a horseperson

and familiar with Pony Club Eventing.

The overall planning of the rally rests with the Organizer. A

Co-Organizer or an Organizing Committee may also be

selected to assist him / her. Although the Organizer is still in

charge of the rally, he / she must work closely with the

Regional Supervisor, with whom the ultimate responsibility for

all regional rallies lies. The RS will probably need to sign all

official contracts. Check your own region’s policy with your

RS.

The Organizer must assign jobs and check to make sure they

are done. Key personnel (Secretary, Treasurer and all Chair -

men) must be carefully selected and monitored. They must be

dependable in making preparations that are correct, complete

and on schedule. These persons need not be from the same

(local) club.

Asking each club in the region to be responsible for a

section of this guide is a good way to distribute the

workload of running a Regional Rally. This will help keep

this important rally sustainable should the site change or

personnel burn out.

Job descriptions and time frames in this book may be changed

to suit the rally. The assignment of duties is sometimes

arbitrary and is therefore included in more than one job

description. Please compare them carefully and edit as

necessary. Beware of overlapping duties, while making sure

that no task is overlooked.

We suggest that you copy the respective notes for each

Chairman and Staff Member (Secretary, Treasurer., Scorer,

etc.) with your own adjustments and present to each to use as

a manual. Include some blank pages for notes. Ask that

accurate records be kept, with comments throughout the rally

preparation, for a final report and critique.

USPC policy declares that “rallies are not fund raisers” and are

therefore run on a break-even basis. The RS (and / or his or her

assignee) and Regional Treasurer should review the budget of

all regional rallies, including those for Ds. Learn and follow

your region’s rally budget review, rally refund and rally

cancellation policies.

Financing the rally may be the responsibility of the host club

(small inter or intra-club rally and almost all D rallies), or the

region. Again, check regional policy. Draw the budget

carefully. (See Appendix of this guide for Rally BudgetForm).

All costs are reflected in charges to competitors, so the entry

fee must be kept to a minimum. The more equipment and

services donated the better. If other regions are to be included

will they share some responsibilities? If so, will they be major

or minor? Or will the region simply invite neighboring regions,

slightly increasing the entry fees (to cover mailing costs) to

visiting regions’ Pony Club members?

Good communication is vital and must be maintained

throughout the rally preparation. Keep your Regional

Supervisor (who is ultimately responsible for all regional

competitions) well informed.

Yours is a big job, but the following will help to ease the load:

Start planning early.

• Delegate jobs. Copy each Chairman’s job description in this

guide and give it to the person filling this job

• Ask that all Staff / Chairmen attend organizational meetings.

• Guide and encourage your volunteers. Keep them informed

and be readily available to them for advice and direction, but

let them do their jobs!

• Keep a positive attitude and a sense of humor. Remember, a

smile will accomplish more than a frown.

• Don’t be afraid to ask for advice – your RS, last year’s

Organizer, knowledgeable local horsemen, and former RSs /

DCs familiar with Eventing and the USPC (national)

Eventing Committee are all available to help and support

you.


Section B, page 2 of 6 Eventing Organizer’s Guide – 7

• Use volunteers wisely. They are usually busy people. Don’t

waste their time or talents.

• Be sure to have an inclement weather plan for all sites as

well as parking, stabling, etc.

NINE TO SIX MONTHSBEFORE RALLY:Once the rally date, site and Organizer have been selected (this

is usually done at the Fall Regional Meeting), the Organizer

should begin to fill the positions outlined in the following

chapters of this guide.

The Organizer may choose to do some of the jobs outlined him

/ herself, and sometimes one person may fill several positions

at small rallies. However, in either case, exercise caution at a

one-day rally or it may be dark before Stadium starts!

It is wise to line up all personnel early. Check with RS for

regional policy as to who is responsible for selecting the

officials and judges. This will vary from region to region, but

the Organizer is responsible for seeing that they are confirmed.

1. The Cross-Country (XC) Chairman and Course Advisor

must be selected immediately and arrangements made

to meet with them at the rally site. Cross-Country is the

heart of all Eventing rallies. Thus this Chairman’s task

is one of the biggest and most important. The Organizer

must be thoroughly familiar with the Cross-Country

Chairman’s job description as outlined in this guide. The

Organizer must interact closely with this Chairman as many

of the final decisions will be the Organizer’s responsibility.

If there are major cross-country course repairs or building to

do, you will need a Course Designer and a Course Builder,

whose schedules must be set up and closely monitored. It is

important that these people are experienced in their jobs. Be

sure all XC fences are accessible to emergency vehicles.

2. In addition to the Rally Secretary, Treasurer and Cross-

Country Chairman, the Organizer must see that the

following officials are immediately appointed (check with

RS on regional policy for responsibility):

• Technical Delegate (TD)

• President of the Ground Jury (sometimes called Overall

Judge – judges Dressage and Stadium Jumping)

• Be sure you follow the current Eventing Rulebook

specifications for choosing the above two officials. All

judges and officials MUST be familiar with current Pony

Club Eventing Rallies and have copies of the current

Eventing Rulebook and Horse Management Handbook.

• Cross-Country Course Advisor

• Cross-Country Course Designer (if necessary)

• Cross-Country Builder (if necessary)

• Chief Horse Management Judge and Assistants. The

Chief must be appointed by your regional HMO. (Check

regional policy on selection of Assistants).

3. Select all other Chairmen and Staff Members, which

include:

• Grounds Chairman

• Hospitality Chairman

• Stabling Chairman

• Communications / Announcer

• Chief Scorer

• Fence Judge (FJ) Coordinator (this selection may be XC

Chairman’s job)

• Dressage Chairman

• Stadium Jumping (SJ) Chairman

• Awards / Parade of Teams Chairman

4. Select veterinarian, farrier, EMT and ambulance service.

Probably none of them will commit this early, but you can

get estimates of fees for the budget. For information on

veterinarian, farrier, medical personnel, and emergency

vehicle, see “Uniform Officiation Rules” in the current

USPC Horse Management Handbook and Rules for Rallies.

For information on the veterinarian at the end of Cross-

Country (this is NOT the same as the vet on call or on

grounds). See “Veterinarians” in the current USPC Rules forEventing Rallies.

5. The following officials need not be chosen immediately, but

it is not too early to think about appropriate people who live

nearby and might be willing to fill these slots.

• Second Dressage Judge if needed (wait for actual entries).

• 3rd member of Ground Jury (if not 2nd Dressage Judge).

• 3-member Appeal Committee, NOT USED FOR D

RALLIES.

6. See current Eventing Coaching Rules and Eventing

Annual newsletter.

7. All judges and officials should be confirmed in writing with

the following clearly spelled out:

• Date(s) of rally

• Approximate arrival time (day of, day before, hour)

• Type of transportation (car, bus, train, plane)

• Fee (if any) and expenses to be paid, when, where, by

whom

• Accommodations (Housing, if any, and specify meals

included).

• Every judge and official should have a copy of or access

to the current Eventing Rulebook and the USPC HorseManagement Handbook and Rules for Rallies



8. Contact USPC about insurance for the rally. A ‘List of

Locations and Landowners” agreement, available online at

www.ponyclub.org, will be needed for EACH landowner

over whose land the rally is run. Some landowners will also

want a Certificate of Insurance. This comes directly from

the insurance company at no charge. There is no need foradditional coverage for non-Pony Club members at a rallyat any level, for all the competitors must be Pony Clubmembers in local and national good standing.

9. You and the Chairmen should now have good estimates of

fees and expenses for the rally. With the Treasurer, establish

a budget to present to RS and / or regional Rally

Coordinator. Using your own estimate of teams, set

tentative entry fee; get approval of RS.

SIX TO THREE MONTHSBEFORE RALLY:1. Choose Dressage Test(s) to be ridden at each level. This

should not be done until after the annual “USPC Eventing

Annual Newsletter” comes out (usually in March or April),

but MUST be done before the first rally announcement goes

out. If this newsletter is not out in time for your rally

announcement, call the Chairman of the Eventing

Committee, NOT the Dressage Committee Chairman, for

the current year’s USPC Eventing Dressage Tests.

This is an especially important choice if the rally is allowing

teams of mixed levels, i.e., D-2s, D-3s, riding on the same

team. There is usually a common test for these levels;

choosing that test simplifies scheduling and scoring.

2. Develop an overall site plan with Course Advisor, Grounds

and Stabling Chairmen, and any other Chairmen who may

be helpful. Include Rally Headquarters, Information Center,

Scorers’ Office, HM Office, Emergency Area, Farrier’s

area, parking, stabling, areas for Dressage, Cross-Country,

Stadium Jumping and their Warm-up areas, Cool-out area

for Cross Country

IMPORTANT: Careful siting of the above mentioned Rally

Headquarters, the Information Center and the Scorers’

Office is essential to a well run rally.

Rally Headquarters is where all the behind-the-scenes

work for the next phase will take place. It is also an obvious

meeting place for Judges / Officials, and a place for hearing

Inquiries and Protests. Therefore, it must be placed where

there can be some privacy – certainly not in the mainstream

of the rally, near the Announcer, Scorers or Information

Center.

The Information Center is the center of the rally for DCs,

parents and other spectators. If there are no radios at a small

D Rally, it will need to be near or with the Announcer. Team

packets are usually distributed here.

Scorers’ Office must not be in the flow of rally traffic, an

Officials’ assembly area nor a place for hearing Inquiries or

Protests. It should be marked “OFF LIMITS” to all except

for officials’ information.

3. Develop a Human and Equine Emergency plan for the rally.

Learn most direct route to nearest hospital / emergency

center. It is required that the most direct route to the nearest

hospital / emergency room be posted.

4. Set up a calendar of dates for:

• Review of Rally Announcement w/Secretary and RS.

• Rally Closing Date

• Review of Rally Invitation and Entry Forms with

Secretary and RS

• Deadlines for Chairmen

• TD visits

• Construction materials for XC and SJ

• USPC Eventing Rulebooks, USPC Eventing Organizer’s

Kit (includes scoresheets)

• Ribbons, awards (check w/Awards Chairman)

• Meetings with Chairmen, Course Advisor / Designer /

Builder, landowner

• Calls to clubs for estimates of teams

KEEP UPDATING THIS CALENDAR.

5. Call and chair meetings.

6. Contact (or see that the appropriate person has done so) and

contract (RS may need to sign) for:

• Food booth (if club, get commitment may be

Hospitality’s responsibility)

• Portable toilets (or be sure Grounds handles this)

• PA system (if Announcer is not responsible)

• FM or CB radios for Cross-Country (ditto above)

• Telephone, if not already on grounds, or cellular

telephone.

• EMT and Ambulance service.

• Vets

a) On call

b) Jog-out(when applicable)

c) End of XC



TWO MONTHS TO TWO WEEKSBEFORE RALLY:1. Two months before rally, locate

• USPC Eventing-knowledgeable horsepersons to be

Warm-up Stewards for the three riding phases.

• A coach to walk the XC and SJ courses with teams

needing a coach.

• Be sure the above understand their jobs. (See EventingRulebook and job descriptions for Warm-up Steward fordressage and jumping phases in this guide).

2. After first Rally Announcement has been sent out, call clubs

for estimate of teams. Discuss result with RS and / or Rally

Coordinator. Adjustments in facilities, personnel and entry

fees may be necessary.

3. Inspect rally site and facilities with Chairmen and prepare

for TD’s Pre-Rally Visit. Use your Rally Checklist.

4. About six weeks before rally, when TD makes his Pre-Rally

Visit, ask the Chairmen for Dressage, Cross-Country and

Stadium Jumping, the Course Advisor and the Course

Builder to be present if at all possible.

5. Be prepared to make changes according to the TD’s requests

so that the rally is in order for his / her inspection just before

the competition.

6. Get commitments from members of the Appeal Committee.

See Eventing Rulebook for eligibility. Be sure they have

copies of or access to current copies of the EventingRulebook and the Horse Management Handbook.

7. One month to two weeks before rally, confirm:

• All key personnel commitments. Check on their

personnel commitments. Ask Secretary to help if

necessary.

• With Stabling Chairman that all stabling and HM

arrangements are in order, especially if using temporary

stabling.

• With Hospitality Chairman that all arrangements for

housing and meals are in order.

• EMT and Emergency Vehicles (human and equine).

• Vets and Farrier, where, when and if applicable.

• That all XC fences are accessible to emergency vehicles.

AFTER CLOSING DATE (usually 2 weeks beforerally):1. Learn number of teams entered and decide:

• Whether you have enough teams to meet budget. If not,

where can you cut? If too few and you must cancel,

CONTACT RS AT ONCE. (What is regional policy?)

• Whether a second Dressage Judge is needed. If so, he /

she is the third member of the Ground Jury. If not, appoint

third member now. See Eventing Rulebook for eligibility.

• Be sure this member has a copy of the Eventing Rulebookand Horse Management Handbook NOW – not as he / she

arrives at the rally.

• If additional stabling is needed.

• If additional ribbons / awards are needed.

• Confirm previously appointed Appeal Committee.

2. With Secretary, draw for Team Order-of-Go. Teams will

ride in this order and must be so listed in the Program.

(Since going first, last and in the middle each carry some

advantages and disadvantages, it is important that teams

NOT be listed in alphabetical order, as this would tend to

freeze their position in one or another of the above

categories. This is so at all rallies,(including D Rallies, not

just upper-level Eventing.) If a club / region sends more

than one team, some adjustments may have to be made; the

teams may be sharing some supplies and therefore cannot

ride consecutively.

3. Allow plenty of time for uninterrupted work with the

Secretary to prepare Order of Go for:

• Dressage (may also include Turnout Inspection (FI) times

or may advise “FI begins 1 hr. prior to Dressage rides”).

• Cross-Country. (Be sure to allow time between divisions

for Fence Judges(FJs) to change fences).

• Tentative Stadium Jumping (SJ) starting time.

(See examples of Order of Go for Phases in Appendix ofthis book.)

Be sure lots of extra copies of Order of Go for Phases aremade. THIS IS THE MOST IMPORTANT PAPERWORK

AT ANY RALLY. BE SURE IT IS ACCURATE; THIS

MAY MEAN CORRECTING AND DUPLICATING AT

THE VERY LAST MINUTE. TRY TO HAVE A COPIER

ON THE GROUNDS. Copies of the Order of Go are needed

for the teams, judge(s), TD, Warm-up and Collecting

Stewards, the Timers, the Announcer, bulletin boards, and

should be available in the Information Center.

4. Check with the Hospitality Chairman to see that all

arrangements for transportation, housing and meals for

officials are complete. Ask Secretary or Hospitality

Chairman to call or write officials and judges to confirm

where and by whom they will be met.



5. Determine who is doing the Program and what will be

included. It is usually done by the Secretary. If not, the

person responsible must rely on the Secretary for accurate

information, for much of the program must be done as close

to the date of the rally as possible. (See Appendix for

example.)

ONE WEEK TO ONE DAYBEFORE RALLY:1. Check with all Chairmen to be sure their jobs are nearing

completion. Ask for details.

2. Accompany TD on his final inspection prior to competition;

include appropriate Chairmen. Carry out any corrections /

instructions / requests promptly.

3. After final Cross-Country course inspection and distance,

speed, Optimum Time and Time Limit are approved by

Technical Delegate and President of the Ground Jury, print

maps and put in Team Packets (sometimes early the day of

rally). Make lots of extra copies to post and to give to

officials.

4. Stadium Jumping course design is often reviewed at the

same time the Cross-Country course is inspected. It is not

approved until set.

After the SJ course has been set, wheeled, and approved by

the TD and President of the Ground Jury and distance,

speed, Optimum Time and Time Limit figured, prepare a

course map to post and a smaller one for the Judge’s folder.

These maps are usually done the day of the rally. Do not

post until course is open to walk.

5. Check that Communications Chairman has set up PA system

and radios are charging or have new batteries, so that all will

be ready for early announcements and communication.

6. Be sure signs to rally site are either up or ready to go up the

day of rally. Check w/Grounds.

7. Ascertain from Secretary that Team Packets, and Packets

and boxes for Chairmen / Staff / Officials and Judges, are

either on-site or will be there at the crack of dawn the day

of rally.

8. Compile a list of cell phone numbers of all important staff

and officials if venue has good cell phone coverage. Other -

wise, radios will be required at least for TD, Rally Head -

quarters and Information Center or Announcer.

DAY OF RALLY:1. Arrive early. Pick up your radio. Check it out at once with

the Rally Secretary, Announcer, Information Center and

Stabling area. Greet each Chairman / Staff Member /

Official / Judge as he / she arrives. If possible, welcome

them with juice / coffee / tea / donuts.

2. Meet with all Judges (including HM) and Officials as a

group. Introduce yourself and the rest of the Rally Staff and

/ or Organizing Committee. Be sure everyone has a program

which lists all Chairmen. Go over the schedule and location

of the important areas and key people. This list should

include the following:

• Secretary and Announcer

• Medical and Equine Emergency Plans, personnel, and

supplies

• Map of site, including all key areas

• Areas for Vet and Farrier, if appropriate

• All bulletin boards

• Scoreboards

• Food and drink arrangements

• Toilets

• Telephone

• Extra supplies – where and who to contact

• Allowed riding areas (outside of competition at multi-day

rallies only)

3. Establish Official Time, set Official Clock and place it near

Announcer’s Booth. Ask him / her to announce Official

Time as soon as any teams arrive, which must be at or after

“Grounds Open” – not before – as stated in Rally

Announcement and / or Rally Invitation.

Teams usually pick up their packets just after Official Rally

Opening / Initial Briefing, which has also been announced

in rally mailings.

4. Every effort should be made to start on time and stay on

time! Attend scheduled teams’ Initial Briefing. Welcome

teams and introduce yourself. If you have any instructions,

changes, etc. in the site, stables, etc., make those

announcements, or ask the Chairmen most familiar with

them to do so. Introduce Judges and TD and turn Briefing

over to them.

5. Be present at the beginning of every phase to be sure

everything is running smoothly. Stay in contact with all

phase Chairmen to be sure all positions are covered by

designated personnel.

6. Keep the Secretary informed of any schedule changes (he /

she can notify Announcer, if appropriate). Be sure the

Secretary knows where you are at all times!



7. Before Cross-Country

• Assign a steward to check that competitors are wearing

their medical armbands.

• Be sure the emergency medical vehicle has keys in the

ignition and a map of the course with access routes

marked. A person familiar with the grounds and the cross-

country course should be stationed with this vehicle. If

possible, in advance of the rally drive the EMT around the

XC course; discuss access.

8. Plan to be present at the Awards Ceremony. Recognize and

thank Staff, Chairmen and other volunteers as well as

Officials / Judges at this ceremony.

9. Thank everyone personally and profusely. Remind them of

the Wrap-up Meeting date / time. Be sure everyone has

either already submitted Reimbursement Vouchers or has

the proper forms to do so promptly.

AFTER THE RALLY:1. Be certain that the site is returned to its pre-rally condition

or better. All Chairmen must understand their part in this.

Ask them to inventory their equipment and submit lists of

items for repair and replacement.

2. Consider hosting a pot-luck supper or barbecue after the last

piece of equipment has been put away. Even a drink and

some hot dogs shared after a successful rally is a treat!

3. Assist Secretary in getting all reports to USPC Eventing

Committee Chairman and the Horse Management

Committee ASAP. Don’t forget to send a copy of your rallyscoresheets, with any changes your rally has made informat, to the current Chairman of the USPC Eventing

Committee. They are a great help in planning revisions.

4. Assist Treasurer in reconciling his / her figures in order to

have a complete financial report for the Wrap up Meeting.

5. Chair the Wrap-up Meeting soon after the rally, within two

weeks if possible. Collect the manuals from Chairmen,

complete with their remarks and suggestions for next year.

6. File records, reports, manuals and inventories wherever

your region requests, in preparation for next year!

Section C: Secretary

12 – Eventing Organizer’s Guide Section C, page 1 of 5

EVENTING RALLYSECRETARYJOB DESCRIPTION: The Rally Secretary is as important to

a well-run rally as the Organizer. The two are partners, the

Organizer dealing with the overall organizational

responsibilities, and the Secretary dealing with specific duties,

such as correspondence, records, entries and communications

within the rally personnel. However, the Secretary must

remember that the Organizer is in charge and must approve all

mailings and with the RS, make all decisions. The Secretary

must keep the Organizer informed.

The person filling this position must be well-organized,

pleasant, punctual and very familiar with USPC Eventing. He

/ she should also be easily accessible by telephone and work

smoothly under pressure.

The Rally Secretary sets the tone for the Rally, for he / she

makes the initial contact by sending out entries to clubs /

regions. Although the Organizer, and in some cases the RS or

his or her assignee and / or some other Pony Club Eventing-

knowledgeable person, reviews and approves the information

on the entry, the formatting, copying, assembling and mailing

is done by the Secretary. A complete and clearly organized

entry mailed in adequate time for response sends a feeling that

all is well with the Rally.

Since this person sends out and receives the entries for the

rally, he / she must be able to field any questions concerning

the rally, and do so in a friendly manner. It is not necessary to

know all the answers, but the Secretary must know where to

quickly find the answers and respond promptly.

The tone for the rally is also set by the Information Center be

it porch, tent or horse trailer – wherever team packets are

distributed and information disseminated. It is the

communication crossroads of the rally. See below for planning.

The Secretary is responsible for equipping and staffing the

Information Center. He / she will need help in staffing the

Center, as well as with pre-rally mailings, logging entries,

assembling and distributing team packets. Please choose these

helpers carefully. They must be knowledgeable of USPC

Eventing rules and well-informed about specific rally

schedules, facilities, where to get hay / bedding, etc. They must

– above all – be pleasant to everyone. The Information Center

should remain a calm collected place to obtain information, not

a hubbub of frenzied activity.

SIX MONTHS BEFORE RALLY:1. After consultation with the Organizer, RS, and Rally or

Regional Treasurer, place order for following:

• Current USPC Eventing Organizer’s Kit (some may be

needed for D rallies, too)

• Current USPC Rules for Eventing Rallies• Current Horse Management Handbook

Check with the following personnel to be sure they do notalready have the publications listed above. Then order

enough copies from the USPC Office for at least the

following:

• Organizer

• Secretary

• President of the Ground Jury (Overall Judge, Dressage /

SJ Judge)

• Technical Delegate

• Chief Horse Management Judge

• Cross-Country Chairman

• Scorers

IMPORTANT: Check with RS to be sure you have a copy

of the current “Eventing Annual Newsletter” and any

Addenda send out by USPC Eventing Committee.

2. With Organizer, plan your on-site Information Center. It

will be the center of rally information, and therefore should

not be near the Rally Headquarters, or the Scorers, both of

whom need privacy and quiet. It should be an obvious,

easily accessible place for arriving teams to find. An

umbrella table is often used and is ideal.

THREE MONTHS BEFORE RALLY(After Annual USPC “Eventing Annual Newsletter” comes

out. This is usually in March or April, with any rule

changes, new dressage tests, etc. If your rally is earlier,

contact the Chairman of the USPC Eventing Committee):

1. Locate pinnies and any other means of identification

(dressage #s) you plan for rally.

2. Send out initial Rally Announcement. This is a general

announcement of the rally, and includes dates, location,

levels of competition, fees. It may be included with or be

part of a regional newsletter, and may ask for estimates of

team participation. This must first be approved by the

Organizer and in some cases by the RS and / or his or her

assignee, according to your own region’s policy. (SeeAppendix of this Guide for example.)

3. Compile Rally Invitation and Entry Forms to review with

Organizer. Send draft to RS and / or his or her assignee,

landowner, Chief HM Judge, and Technical Delegate for

approval.


Section C, page 2 of 5 Eventing Organizer’s Guide – 13

IT IS IMPORTANT THAT ALL OF THESE PEOPLE

REVIEW ANY INFORMATION YOU SEND OUT! There

are less likely to be errors and changes if you check things

out with all the people familiar with requirements for each

phase before anything goes out to the DCs. It is easy to miss

something important.

This mailing should include the following information:

• Date(s) of Rally

• Entry fee and refund policy

• Entry deadline

• Levels of competition offered and ratings eligible to

compete

• Rules under which rally is run

• Dressage test(s) to be used

• Brief description of XC course(s), including terrain

• Date of XC course closing (if applicable)

• Time Grounds Open and Official Rally Opening time

• Tentative rally schedule

• Stabling information (trailers / barns, picket lines, tack -

rooms, etc.)

• Feed / hay / water information

• Required Equipment (only if modified)

• Housing of teams (if applicable)

• Availability of food for teams / spectators

• Directions to site, w/map if needed

• Request for 2+ volunteers per team. Ask for preference /

expertise.

• Forms which must be included with the above to be

returned with entry by stated deadline, properly signed:

• Team entry, with fee

• Individual entry (to be duplicated)

• CURRENT USPC Uniform Chaperones’ Duties Form*

• CURRENT USPC Guidelines for Eventing Coaching

Form

• CURRENT USPC Activity/Rally Release Form

• Any other releases unique to your rally

• Ask landowners what horse health papers they require.

These may include:

• Coggins – check state’s requirements for in-state / out-

of-state

• Other Horse Health papers (name them, especially if

more than one state is involved).

*good to have 2 copies: one to show organizer and one

for team chaperone.

(See sample Rally Announcement, Rally Invitation,Entry Forms in Appendix of this Guide.)

SIX WEEKS BEFORE RALLY:Send Rally Invitation and Entry Forms (as approved

above) to DCs and RSs of participating clubs and regions.

If several regions are invited to your rally, participation will be

better if DCs, as well as the RS receive the Rally Invitation.

FOUR WEEKS BEFORE RALLY:1. With Grounds and Communications Chairmen, plan

equipment and supplies for the Information Center. They

should include:

• Shelter – a porch, tree, umbrella, small fly tent, horse

trailer

• Large table, 2-3 chairs

• Large waste basket

• Official rally clock

• Wall or large bulletin board (scoreboard may also be here)

• 2 lists of emergency numbers on cardboard – one for

bulletin board, one for Secretary’s table

• Container for Team Packets

• Carton (easily moved between workplaces) containing

office supplies, which include:

• USPC Eventing Rulebook, Horse Management Hand -book, “USPC Eventing Annual Newsletter”

• Scotch tape, masking tape

• Push pins, thumb tacks

• Staple gun, staples

• Pens, pencils, felt pens in several colors

• Paper clips

• Safety pins

• White-out

• Rubber bands

• Large zip-lock bags

• Pencil sharpener

• Calculator

• Small first aid kit

• Poster board

• 2-3 clipboards (these are NOT the XC clipboards)

• Cash box (if applicable)

• Scrap paper

• Several copies of the following (not available until afterClosing Date):• Rally schedule

• Program (include enough for Jump Judges and parents)• Phase Order-of-Go sheets for Dressage and for XC

(Mark one of each OFFICIAL and record changes forlast-minute copies.)



• Stabling / housing charts (One of each should be

marked OFFICIAL and kept up-to-date with

corrections.)

• Extra name tags

2. Check with the Assistants you have asked to help you the

day before and the day of rally to be sure their plans have

not changed. Give a list of them to the Program Chairman

(if that is not also one of your jobs).

TWO WEEKS BEFORE RALLY (usuallyClosing Date of rally):

1. Entries arrive from teams. You must now:

• Coordinate scrambled teams or put clubs in contact to do

so.

• With Organizer, draw for Team Order-of-Go. Do NOT

place teams in alphabetical order unless that is the way

the draw falls.

• Pick up pinnies and any other means of identifying

competitors you have planned. Check to be sure they are

complete. If not, note missing numbers.

• Assign numbers to competitors. NOTE: Stable Manager’s

number is always a multiple of 5, even on 3-member

teams. (See USPC Eventing Rulebook.)

2. Give Stabling Chairman a list of teams entered, so that he /

she can assign stalls / trailer spaces / tackrooms. Be sure you

receive a copy of the final stabling plan for your

Information Center’s bulletin board.

3. With Organizer, prepare Official Rally Schedule. When you

are sure it is FINAL, copy enough for all bulletin boards,

officials, RSs, DCs, parents and other spectators. THIS IS

IMPORTANT. Give away copies of the schedule if possible.

Sell at cost if necessary. Incorporate the Official Rally

Schedule into the Rally Program if that is your job, or give

to the Program Chairman. The schedule will include:

• Grounds Open – earliest time teams may arrive on

grounds

• Official Rally Opening – when teams may pick up

packets and begin set up

• Welcome, Introduction of Judge / Officials, Initial

Briefing

• Jog-Out – if applicable

• Turnout Inspection starting time – 1 hour before first

dressage ride

• Dressage starting time

• Official Cross-Country Walk for Teams

• Safety Check for XC

• Cross-Country starting time

• Stadium Jumping Course Walk

• SJ Safety Check

• Stadium Jumping approximate starting time

• Final Judges’ Critiques

• Parade of Teams / Awards

IMPORTANT: You may need to include other Critiques,

Turnbacks and another Jog-Out. Check with Organizer, who

will consult the Ground Jury and Chief Horse Management

Judge. (See Appendix for examples for one-day andovernight rallies.)

4. Prepare final Phase Order-of-Go, which includes rider # and

time of Dressage and XC rides. May also include time of

Turnout Inspection. See example in Appendix. MAKE

LOTS OF COPIES. You will need them for phase chairmen,

teams, judges and officials, Warm-up and Collecting

Stewards for each phase, Timers, Announcer, bulletin

boards and the Information Center.

THE ORDER OF GO IS THE MOST USEFUL AND

THEREFORE MOST IMPORTANT PAPERWORK FOR

THE RALLY. PLEASE BE SURE IT IS ACCURATE

AND CHANGES ARE RECORDED.

5. Duplicate materials necessary to run the rally, all included

in the Organizer’s Packet. This will include:

• USPC Dressage tests for levels entered – DO NOT PRE-

NUMBER

• Phase Order of Go sheets – #s and Dressage / XC times

only – NO NAMES

• HM Score sheets

• USPC Cross-Country Fence Judge scoresheets – DO

NOT PRE-NUMBER

• USPC Instructions to Fence Judges

• USPC Cross-Country Time sheets

• USPC Cross-Country Master scoresheets

• USPC SJ Scoresheets

• USPC Small Master Scoresheets (worksheets for scorers)

• USPC Large Posting Master Scoresheets

Make up a box (soda carton) containing these sheets for the

scorers.

6. With Organizer, make up a list of ambulances, veterinarians,

farriers, etc. on call or on grounds. Make an appropriate list

of them for the bulletin board, and a very complete one for

the Secretary’s deskbook. Be sure you and your Assistants

are familiar with all Medical and Equine Emergency Plans.

With Organizer, verify that all emergency personnel

previously contacted are still available. If not, work with

Organizer to replace them AT ONCE.


Section C, page 4 of 5 Eventing Organizer’s Guide – 15

7. With Organizer, Communication Chairman / Announcer

and Grounds Chairman, make final plans for the

Information Center and Rally Headquarters, which are two

separate places. This is very important. Both centers need to

be set up early. The Information Center is probably where

team packets will be distributed and you or your

knowledgeable assistant must be there. Rally Headquarters

is where you, the Organizer and some Chairmen will need

to store things and leave work-in-progress, officials will

need to confer in private, and inquiries / protests will be

heard. Both centers will need direct communication with

each other and the Announcer from the time the grounds

open. As Secretary you will be traveling frequently between

the two places.

At large rallies and Championships, a minimum of 4 radios

are best. One should be assigned to each of the following

people: Organizer, Rally Headquarters, Announcer and

Horse Management. On Cross Country day, the Technical

Delegate should also have a radio.

ONE WEEK BEFORE RALLY:1. With the Organizer, produce the Official Program (if this is

your job). Be sure teams are listed in the previously drawn

Order-of-Go. Be sure to copy enough for all competitors,

chaperones, coaches, officials, DCs and RSs. Additional

copies of the Program may be sold to parents and other

spectators. The fee should cover the cost of copying, and

should not be counted on for profit. The Program is an

important part of rally Communications.

NOTE: If this is NOT your job, obtain enough Official

Programs for all the people listed above.

2. Make up name tags for Teams, Chaperones, Coaches, Staff

Members, Chairmen, Judges and Officials and RSs. (See

USPC Eventing Rulebook and Horse Management Hand -book for information to include for competitors).

3. Prepare Packets (large manila envelopes) by Team or Team

Member, as the Organizer and you decide. Also prepare

Packets for Chaperones, Advisors for young D Teams,

Coaches, Officials / Judges, Staff Members and RSs.

Each Packet should contain:

• Pinnie (or Pinnies, if only one packet per team)*

• Name tag or tags (see USPC Eventing Rulebook for

necessary information)

• Official Program

• Order of Go for Dressage / XC (often a separate loose

sheet)

• Meal tickets (if applicable)

• Housing assignments (if applicable)

• XC map (if complete at this time – often a loose sheet)*

• Evaluation forms for HM* (if you plan to distribute them

at this time)

* Competitors only

DAY BEFORE RALLY:1. Be sure both the Information Center and Rally Headquarters

are set up and all supplies for Chairmen and Staff are in

boxes ready to go (either in your car or well-secured at

Rally Headquarters). The boxes and Packets for Officials /

Judges / Chairmen / Staff will probably be distributed at

Rally Headquarters. Check everything carefully, for you are

the heartbeat of the rally.

2. Check with Grounds Chairman that all signs involving you

are ready and are clear to you. These will include road signs

to the rally and to the Information Center, or wherever Team

Packets are to be distributed.

3. Post the following on the Rally Bulletin Board:

• Rally schedule – have a stack of extras for spectators

• Emergency numbers

• Chart / list of stable / trailer parking assignments (also

post in Stables).

• Order of Go for Dressage / XC – don’t forget to make

LOTS of copies!

THE DAY OF RALLY:1. Be on site early, preferably with an able assistant. Try to be

there at least an hour before the first horse is scheduled to

arrive.

2. Be sure the telephone is working or that a cellular phone is

available.

3. Let Organizer and Communications Chairman / Announcer

know you are on the grounds. Pick up your radio, if the

rally is using them. Help check out radio contact to your

Information Center and the stable area – these are essential

as the rally begins.

4. Have the packets in a box, alphabetized by team name or

by number – whatever works for you, ready to deliver to

the teams.

5. Synchronize the Official Rally Clock with Organizer’s

watch for Official Rally Time.

6. As Judges and Officials come on the grounds, make sure

that they pick up their radios, if appropriate. Also be sure

they understand that you, as Secretary, need to know their

whereabouts at all times. You, not the Announcer, are their

contact with the teams and each other.

7. As teams check in, ask them to check their names and their

horses’ names. Misspellings are common. Update the

Official Program for the Announcer’s and your use.



8. Work closely with Organizer and Announcer throughout

rally. Notify Announcer of any schedule changes made by

Organizer. Do not accept changes from anyone else.

9. Help each Chairman locate the equipment he / she has

stored at Rally Headquarters. Assist in preparation for each

phase if necessary. Sometimes it takes all available hands

to get things moving on time!

NOTE: If you help make up Dressage or XC Fence

Judges’ clipboards, be sure to read instructions for

doing so (see Dressage and Cross-Country Chairman,

this publication). DO NOT write names or #s on

dressage tests – just count out correct number of tests at

each level and add 2-3 extras.

DO NOT pre-number Cross-Country Fence Judges’

Scoresheets.

10. BE PLEASANT TO EVERYONE AND REMAIN CALM,

NO MATTER WHAT HAPPENS.

AFTER RALLY:1. Inventory and store any regional equipment you or your

assistants have used.

2. Attend Wrap-up Meeting as scheduled by Organizer.

PERSONNEL:• 1-2 assistants

• As stated above, you may need help in staffing the

Information Center, as well as with pre-rally mailings,

logging entries, assembling and distributing team packets.

Please choose these helpers carefully. They are probably

the most important assistants in the entire rally. They

MUST be knowledgeable of USPC Eventing rules and

well-informed about specific rally schedules, facilities,

where to get hay / bedding, etc. They must – above all –

always be pleasant to everyone. This is another good

short-term job for the RSs, but don’t count on them for all

day!

EQUIPMENT:• Listed on pages 3 and 4 of this guide.

• Also see “USPC Eventing Rally Organizer’s Checklist”

in USPC Eventing Organizer’s Kit.

Section D: Treasurer

Section D, page 1 of 1 Eventing Organizer’s Guide – 17

EVENTING RALLY TREASURERJOB DESCRIPTION: At a local rally this person is probably

the club treasurer. At a regional rally, he / she is usually the

Regional Treasurer. Under any circumstances, the Rally

Treasurer must be well-organized, with good bookkeeping

skills and readily available throughout the rally preparation and

during the competition.

SIX MONTHS BEFORE RALLY:1. Locate previous years’ rally financial records. Use these

records to assist Organizer in establishing rally budget and

refund policy. If regional rally, check on regional refundand rally cancellation policies and plan to abide by them.Remind Secretary to include these policies in the RallyInvitation.

2. Using established budget, help Organizer determine entry

fee necessary to cover expenses. Get District Commis -

sioner’s approval for a local rally, Regional Supervisor

(RS)’s approval for a Regional Rally.

3. Determine with Organizer whether expenses will be paid

through club or regional checking account. Determine when

(day of rally or by mail after rally), where (at Information

Center or Rally Headquarters) and by whom (Treasurer,

Secretary, Organizer) officials and judges will be paid.

FOUR MONTHS BEFORE RALLY:1. Maintain an itemized expense sheet and enforce the

constraints of the budget.

2. Distribute Reimbursement Vouchers to Organizer,

Secretary, all Chairmen, Judges and Officials. Be sure they

are either self-explanatory or are accompanied by clear

instructions. (Example in Appendix).

3. Pay bills for vouchers approved by Organizer. If not

responsible for payment, forward to Regional Treasurer.

ONE WEEK AFTER OPENING DATE: Begin collection

of checks from Secretary – or whoever is receiving entries.

Record and deposit promptly. Repeat at least once a week.

DO NOT HOLD CHECKS.


1. Collect and record all remaining checks for entries from

Secretary. Deposit promptly.

2. Continue to pay vouchered expenses as due, if responsible,

or forward to Regional Treasurer.

DAY OF RALLY:1. Arrive at rally with a cash box, petty cash and checkbook to

pay for services, officials, judges and any other fees due.

AFTER RALLY:1. Prepare a financial accounting for the Organizer and

Regional Supervisor.

2. Pay any remaining vouchered expenses.


MATERIAL / SUPPLIES:• Ledger sheets / book

• Calculator

• Checkbook

• Receipt book

• Paper / pens / pencils

• Reimbursement Vouchers

• Cash box / change

Section E: Grounds Chairman

18 – Eventing Organizer’s Guide Section E, page 1 of 3

EVENTING RALLY GROUNDSCHAIRMANJOB DESCRIPTION: This is a major job if the rally is to be

well-organized and hospitable to teams, parents and DCs.

The person filling this slot must like to work outdoors, be

absolutely reliable and a creative problem solver who works

well with people. He / she needs an understanding of minor

construction, mechanical and electrical devices and must have

his own tools.

The Grounds Chairman must also understand Pony Club

Eventing rallies in order to assess foot / horse / vehicle traffic

flow.

SIX MONTHS BEFORE RALLY:

1. You must have access to current copies of USPC Rules forEventing Rallies and the USPC Horse ManagementHandbook. Determine the scope of your job with Organizer.

This will vary from rally to rally; it is important that all

responsibilities are covered.

2. Help Organizer develop site plan (including map). It must

include locations for:

• Rally Headquarters

• Information Booth

• Announcer’s Booth / Control Center

• Scorers’ Office

• Horse Management Judges’ office

• Stable Office (for sale of hay, bedding etc., if necessary)

• Emergency medical office / area

• Farrier’s area (if necessary)

• Large rally bulletin board (not scoreboard)

• Large scoreboard or place for posting large scoresheets

for general public

• Stable-area scoreboard for competitors’ review

• Stable-area bulletin board (may be combined w/above –

these scoresheets are not large)

• Food booth

• Telephone (or place for one, or have cellular phone

available)

• Toilets (or places for portables)

• Parking for team trailers

• Spectator parking

• Room for all phases of rally (include FI, Safety Check,

Warm-up, Vet Box areas

• Trash cans. Include number, locations, how / when

delivered, emptied, removed.

Also do the following:

• Determine how manure will be handled.

• Locate water / electric power for barns

• Locate feed / bedding storage areas for barn.

• Know where fire extinguishers, sprinklers, etc. are

everywhere.

3. Determine with each Chairman exactly what equipment,

utilities, supplies, etc. will be needed during their phase or

domain. Determine quantity, when, and where. A minimum

will include:

• Electricity and water (stabling, scorers, food booth)

• Hoses (stabling, fire protection)

• Saw horses, surveyors’ stakes and tape for marking off

areas (all phases and stable area)

• Signs for all – must either make these or assign the job

• Trash cans / liners

• Heavy-duty extension cords, multi-outlet receptacles

• Basic hardware / tools

• Tents / cabanas w/tables and chairs

• Large thermoses for ice water in barns and near Vet Box

area (check w/Hospitality)

• Large coolers for ice at end of Cross-Country (XC)

[check w/Organizer, XC Chairman and Hospitality

Chairman as to responsibility ].

Be sure all borrowed equipment is clearly marked withowner’s name!

TWO MONTHS TO TWO WEEKSBEFORE RALLY:1. Recruit at least 1-2 reliable “permanent” assistants. These

will probably be local people you know who are capable

and familiar with the facility. One of them should be as

knowledgeable of all arrangements as you are, and able to

take over all operations in an emergency.

2. Obtain necessary equipment and supplies, including trucks,

trailers, wagons, water troughs, trash barrels, tables and

chairs, as well as hand tools, ropes, stakes, sledge hammers,

electrical equipment and tools, wood, paint, items with

which to make signs. Label all borrowed equipment with

owner’s name.

3. Contact every Chairman again. Be sure your list of their

needs is complete.

4. Make a list of temporary volunteer help you will need and

give it to Secretary. He / she receives a list of required

volunteers from each entered team and can help you match

your requirements to their expertise or preference as listed

on entry. Therefore, be sure to include exactly what, when

and where help is needed.


Section E, page 2 of 3 Eventing Organizer’s Guide – 19

5. One person, recruited from the list of volunteers on team

entries, may do nothing but parking the day of the rally. He/ she must be able to be on site well before the first vehicleis due to arrive. Be sure he / she understands the importance

of this job and either has experience or is willing to

carefully follow your directions. This will relieve one of

your permanent assistants for the on-going emergency help

your job invariably entails.

6. If portable toilets are necessary, order them. Ask whether

toilet paper is supplied. If not, put it on your list.

7. If necessary, make arrangements for trash and manure

removal.

8. Make signs or be sure person assigned to the job is on the

job.

TWO WEEKS TO DAY BEFORE RALLY:1. Check with Secretary for your assigned volunteers for the

day of rally. Call them if possible. Make up and duplicate a

list of them with job assignments, w/time and place to meet.

Give two (2) copies to the Secretary for the Information

Center and Rally Bulletin Board.

2. Check w/Organizer as to who is eligible for meals. Give a

list of your needs for lunches and drinks for your volunteers

to the Hospitality Chairman. Don’t forget “when / where”.

3. Locate and begin to gather equipment (especially tables and

chairs) for all rally centers / offices.

4. Brief your permanent assistants on duties the day of rally.

5. With your Assistants, set up Rally Headquarters and

Information Booth. (Stall, tent, porch, shed, etc.). Also set

up Scorers’ Office, HM / Stabling office, if necessary. All

will need tables and chairs. Check with Organizer and

Stabling Chairman for specs for these centers / offices.

6. Rope off and post signs in areas as requested by Chairmen

and Organizer.

7. Verify arrangements for trash and manure pickup and

general cleanup.

8. Put up directional off-site signs to the rally at the last minute

(very early morning of Rally Day, if possible) to avoid theft.

Check with town police and / or highway department

beforehand to be sure they are in a legal spot – you don’t

want them removed before Rally!

DAY OF RALLY:1. Arrive early. Have your parking personnel in place, with

complete directions and a chart if necessary, at least one

hour before the first expected arrivals.

2. Contact Organizer and Chairmen for last minute needs.

Keep in touch throughout the day.

3. Meet with each group of volunteers on your list and be sure

they understand their jobs. See that they are in place before

you leave them.

4. Check throughout the day to make sure everyone is on duty.

This is important; volunteers unfamiliar with Pony Club

Rallies may not understand the necessity for remaining

exactly where placed for exactly the hours specified, even

though nothing happens.

5. Check portable toilets for paper – several times during rally.

6. Check trash cans and manure piles. See that they are

emptied or removed as scheduled.

7. Trouble shoot! Stay in touch with Organizer throughout the

day.

AFTER RALLY1. Be sure your assistants will be able to help. Schedule the

following as soon as possible after the Rally:

• Retrieve all signs. Repair, inventory and store as directed

by Organizer.

• Disconnect, return or store electrical cords and

equipment.

• Clear site of all stakes, markers and tapes. Inventory and

store.

• Perform or supervise final clean up.

• Return all borrowed and rented items.

2. Attend Wrap-Up Meeting as scheduled by Organizer.

PERSONNEL:• 2-3 all-around helpers

• Parking person(s)

• Truck / tractor driver

• Sign maker

• Night watchman, if necessary


20 – Eventing Organizer’s Guide Section E, page 3 of 3

MATERIALS• Truck / tractor

• Trailer / wagon

• Water troughs

• Trash barrels

• Sledge hammer

• Ropes, stakes

• Electrical equipment

• Electrical repair tools

• Sign-making supplies

• Paint

• Lumber

• Nails

• Hand tools (several sets)

• Masking / duct tape

• Surveyors’ tape

• Staple gun

• Tent(s) / cabana(s) / fly(s)

• Tables / chairs

• Toilet paper – if not included w/toilets

• Handi-wipes

• Radios

• Parking vests and cones

• Drag, if using sand arena

SIGNS• Directional Signs to Rally site

• INFORMATION

• SPECTATOR PARKING

• TEAM PARKING

• NO PARKING

• STABLE OFFICE

• HORSE MANAGEMENT OFFICE

• OFFICIALS PARKING

Section F: Stabling Chairman

Section F, page 1 of 3 Eventing Organizer’s Guide – 21

EVENTING RALLY STABLINGCHAIRMANJOB DESCRIPTION: This person:

• Must have knowledge of USPC Rally barn work and

USPC Horse Management.

• Is responsible for arranging stabling, either permanent or

temporary, or making plans for team trailer parking or

picket lines.

• Works closely with the Chief Horse Management Judge,

Organizer and Secretary.

• Must be on the grounds at least the day before, during,

and possibly the day after the rally.

• Must have good organizational skills, great tact and the

patience of a saint.

SIX TO THREE MONTHS BEFORERALLY1. Be sure you have access to a copy of the current USPC

Horse Management Handbook and the USPC Rules forEventing Rallies. Read them carefully.

2. At first organizational meeting learn:

• Approximate number of teams expected at rally

• Number of days the rally will run (including move-in and

out)

• Type of stabling to be used (permanent, temporary,

trailers, picket line, etc.)

• Who is responsible for securing the stabling.

3. Visit the site with the Organizer and Grounds Chairman.

Establish a plan for stabling and / or parking team trailers or

setting picket lines.

• If teams will use permanent stabling, decide how much

and what part of barn they will use.

• If teams are working out of trailers, they must be parked

in a separate area from the spectator parking. There

should be two trailers per team, parked with room for

towing vehicles to be left attached.

• If tying horses to a board fence or large posts in ground,

only room for a tackroom trailer, with no towing vehicle

attached, will be needed. If using picket line, with

Organizer and Grounds Chairman, locate suitable area.

• Work with Grounds and Communications Chairmen to

set up communication to stable (or trailer, picket line

area), water and electrical supply (sometimes a generator

is necessary for temporary stabling – stalls must have

lighting), telephone, garbage / manure disposal and

availability of toilets.

• If temporary stabling (tents, portable stalls) is to be used,

and that is part of your job, get prices for approval by

Organizer, Treasurer and / or Regional Supervisor. This

cost must be included in budget. Determine who will / cansign the contract according to regional policy.

• Be aware of how stalls drain in case of inclement weather.

• When temporary stabling is used, it is always a large

expense and careful attention to detail by several people

is a MUST. Place order for temporary stabling when

approved. Get confirmation in writing. Send copies to

Organizer and Secretary.

4. Bedding, hay and grain:

• If rally will supply them, shop for bedding, hay and grain

supplies.

• Obtain information on prices and suppliers for Rally

Announcement / Invitation.

• If rally supplies any of these items, costs must be included

in the budget.

5. With the Organizer, develop a plan for fire protection, night

watchman and human / equine emergency plans. Again,

check costs and notify Organizer and Treasurer. Have an

emergency plan in place for lightning, tornado, earthquake.

TWO MONTHS BEFORE RALLY:1. With Organizer, Chief Horse Management Judge and

Grounds Chairman, plan hour(s) each day that stable will be

open to visitors. Be sure Secretary is aware of these hours.

Ask the person responsible for the Rally Program to include

the hours in the Program.

2. Order or make signs that you will need during rally.

SIX WEEKS BEFORE RALLY:1. Obtain night watchmen, if needed.

2. For overnight rallies, check with Organizer and Chief Horse

Management Judge to order and arrange for storage of hay

and bedding if necessary.

Competitors will probably bring their own grain, but at

multi-day rallies, you may need to arrange for someone to

come to the grounds to take orders. This is especially so in

warm climates, where grain spoils rapidly.

3. Arrange for daily garbage / manure removal.

NOTE: #1 THROUGH #3 ABOVE MAY BE HANDLED

BY THE GROUNDS CHAIRMAN. PLEASE BE SURE

THEY ARE BEING DONE BY SOMEONE!

4. Check condition of stalls, make necessary repairs or have

them made.

5. If using tents / temp stalls, check on their arrival date / time

and make arrangements to meet them.


22 – Eventing Organizer’s Guide Section F, page 2 of 3

6. With Organizer and Chief HM Judge, plan an office in the

barn for the Horse Management Judges. If teams are

working out of trailers or are on picket lines, plan a work

shelter for HM Judges, i.e., an empty clean horse trailer,

tent, etc.

7. If the rally is large, or if you are selling bedding, hay and

feed out of the barn area, you will also need to plan a Stable

Office for you and your staff in the barn or in another tent

or trailer.

FOUR WEEKS BEFORE RALLY:1. Check with the Grounds Chairman to make sure the

following will be available when needed:

• Enough ropes or surveyors’ tape and stakes to mark off

the Turnout Inspection, Vet Check and Horse Wash Areas

(the latter at the discretion of the Chief HM Judge)

• Post the location of Turnout Inspection, Vet Check and

Horse Wash Areas

• Table / chairs for the Horse Management Judges (Stable

Office, if necessary)

• Trash Barrels

• Portable toilets(if used)

• Hand tools (see list at end of this section)

• All required signs

• Bulletin board for stable area.


1. Determine from Organizer, landowner and / or tent / stallsupplier when stalls will be available for rally preparation.

2. Learn from Secretary how many stalls will be needed. Get

team (not individual) names and #s; using this information,

draw up a stall plan, including tackrooms and feed stalls if

space permits. Include HM and Stable (if necessary) offices.

Duplicate stall plan for Secretary, Grounds Chairman, Chief

HM Judge and anyone else to whom it might be useful.

If not using stabling, with Organizer and landowner, assign

team trailer parking area. A Parking Control volunteer will

be needed. Coordinate with Grounds Chairman.

3. With the Organizer, Chief Horse Management Judge and

Dressage Chairman, decide how many stations for Turnout

Inspection you will need and where they will be located.

One per arena is usual. Remember that nothing is gained by

completing FI too soon before the competitor’s ride, for

riders may not untack without going through another Safety

Check after tacking up again, further complicating Horse

Management’s job.

If more than one station, identify them as “A” and “B” or

“1” and “2”, etc. BE SURE TO HAVE SIGNS FOR THEM.

THREE DAYS TO ONE DAY BEFORERALLY:1. Visit the Rally site and make sure that the HM Judges’ and

Stable (if necessary) Offices are set up and supplied with

tables and chairs.

2. If using a picket line, set it up. You must have

knowledgeable, experienced help.

3. Place a bulletin board in the stable area. Coordinate this

with the Secretary. Be sure you don’t duplicate if you are

only a few feet apart! Post on this:

• Stall Plan

• Map of Grounds, with facilities, warm up and

competition areas well marked.

• Name / phone numbers for the following (get lists from

Secretary / Hospitality):

• Veterinarians

• Farrier

• Hay supplier

• Feed Store

• Fire Department

• Police

• Competitors’ housing, if applicable

• Doctor / Hospital / Emergency

4. See that stabling area is in good order:

• Make sure all stalls are clean and in good repair (no loose

or broken boards).

• If tying to posts in ground or wooden fences, make sure

all posts and boards are secure and free from protruding

nails.

• Have hay and bedding on site.

• Rope off and post signs in areas where required.

• Make sure toilets and communication facilities are in

place and in working order, that lights and telephone

work, water is turned on and garbage cans in place.

• If tents are used, to avoid accidents, be sure pegs are

padded and well marked.

• Clear truck / trailer off-loading area.


Section F, page 3 of 3 Eventing Organizer’s Guide – 23

DAY OF ARRIVAL OF FIRST HORSESUNTIL DAY OF RALLY:

• Be on hand early to greet teams on arrival.

• Pick up your radio, if they are being used at rally

• Welcome any HM Judges arriving at this time.

• Know how to find the Organizer and Secretary, MD /

EMT, veterinarian, farrier.

• Be sure the Hospitality Chairman supplies cool water for

humans to the stables as teams arrive.

• Be available to trouble shoot, answer questions, make

repairs, etc.

DAY OF RALLY:• Check with Chief HM Judge to be sure stable area can be

open to visitors at announced hours.

• At overnight rallies, be sure stable area is closed to

competitors by dinner hour, and that Night Watchman is

on duty until it reopens in the morning. Display large

STABLE CLOSED sign during this time.

• Riders may ask Horse Management for permission to

check horses after stables are closed.

• Be on hand to check that all stalls are stripped and clean

before teams leave the grounds.

DAY AFTER RALLY:• See that any necessary stall repairs are made.

• If board fence or posts in ground were used for tying

horses, be sure they are intact.

• If temporary stalls were used, meet dismantling crews and

see that stabling area is left in good condition.

• Attend Wrap-up Meeting as scheduled by Organizer.

PERSONNEL:• One-two assistants (must be kept abreast of plans)

• Night watchmen, if necessary

SIGNS:• STABLES OPEN TO VISITORS

• STABLES CLOSED

• HORSE WASH AREA (if applicable – check w/Chief

HM Judge)

• STABLE OFFICE (if applicable – may be responsibility

of Dressage and / or XC Chairmen – check with them)

• TURNOUT INSPECTION

• VET CHECK

EQUIPMENT / SUPPLIES:• Paper, pen / pencils

• Large bulletin board

• Hand tools

• hammers, large nails / screws

• pliers

• pinch bar / crowbar

• screwdriver

• shovel

• saw

• Table / chairs in Stable Office and in HM Office

• Toilet paper (if this is your responsibility)

Section G: Hospitality Chairman

24 – Eventing Organizer’s Guide Section G, page 1 of 3

EVENTING RALLY HOSPITALITYCHAIRMANJOB DESCRIPTION: This person is in charge of the care and

feeding of teams, officials and volunteers immediately before

and during the rally. He / she arranges housing, meals and

refreshment for teams, officials, and volunteers as prescribed

by the Organizer. Sometimes he / she is responsible for trans-

portation of judges and officials to and from public transporta-

tion. An assistant is a help if the rally is a big one.

Must be well-organized and hospitable. Should truly enjoy

people and be attuned to their needs. Must be able to keep

accurate expense records.

SIX TO THREE MONTHS BEFORERALLY:Ascertain scope of your job with Organizer. At first

organizational meeting determine:

• Approximate number of teams

• Whether the rally will be one-day or multi-day

• If an overnight rally, whether teams will be housed or will

find their own lodging

• What meals the rally plans to provide to teams

• How many judges / officials will need housing before /

during the rally

• Who is responsible for the judges’ / officials’ transpor -

tation

• from airport / train / bus

• to / from rally site

• housing

• dinner the night before rally

• meals during the rally

• Whether any of the Organizing Committee or RSs will

arrive the night before rally.

• If so, who is responsible for their housing / meals?

1. Transportation: If you are responsible for transporting any

Officials or Judges, including Horse Management (HM),

learn their names, dates, times, places of arrival and where

they must be delivered. At a large rally, this may require a

separate committee. At any rally, this is another job

opportunity for a Regional Supervisor (RS). Don’t hesitate

to ask.

2. Volunteer drivers may donate use of their vehicles and fuel

or may require gas or mileage reimbursement. Avoid

misunderstandings by clarifying arrangements with

Organizer, Rally Treasurer and volunteers. Distribute

reimbursement vouchers if applicable.

3. Housing: If you are responsible for finding housing for

judges / officials, the Organizing Committee and / or teams,

make plans / reservations NOW.

A. Housing for Officials / Judges / Organizing Committee /

RSs

• Even at a one-day rally some officials and the

Organizing Committee need to be on site the night

before the rally.

• Housing for judges / officials can be handled in several

ways. The important thing to remember is that

everyone works hard and is tired at night. They need a

quiet dinner, a good bed, and an early breakfast.

• Judges / Officials may be put up in homes, but not in

those of competitors. Families of graduate Pony Club

members, former DCs and RSs are often pleased to

help, and may also supply some meals.

• These restrictions do not apply to the Organizing

Committee and the RSs, who may be put up anywhere

there is a bed or place for a sleeping bag!

B. Housing for Teams:

• If housing many teams, arrange for an assistant who

will be in charge of housing arrangements and

information when teams arrive at rally.

• Teams may be housed in:

• Private homes

• Dorms

• Gymnasiums w/cots / sleeping bags

• Tents w/cots / sleeping bags

• Motels

3. Meals and refreshments may be supplied by a food service,

caterer, a Pony Club or any combination. Plan with

Organizer.

A. At a small one-day rally, your job may simply be

supplying or arranging for:

• Breakfast & / or Lunch for officials and teams

• Coffee / soft drinks for officials & teams

• All or some of the above.

• Cool water for everyone

B. At a multi-day rally, plan to supply for officials / judges

/ staff / RSs and teams (including Chaperones):

• Breakfast

• Lunch

• Dinner

• Drinks / snacks

• Cool water


Section G, page 2 of 3 Eventing Organizer’s Guide – 25

C. On Cross Country day, if your budget allows, remember

to include Breakfast / lunch and / or snacks to:

• Cross Country judges (22)

• Horse Management (up to 6)

• Vet and vet assistants (up to 6)

• Barn friendly truck drivers (up to 2 or more)

• Announcer

• Organizer

• TD

• President of Ground Jury

• Controller

• Course Builder

(up to a total of 42 people)

• Lots of cold water should be offered to jump judges

If you do not plan to supply meals for teams, the Rally

Invitation should clearly state this, with suggestions for how

/ where meals may be obtained. Check w/Rally Secretary.

Cool water is ALWAYS supplied for everyone,

everywhere.

4. If necessary, coordinate location of a central meeting /

hospitality area (large tent) with Organizer and Grounds

Chairman. Determine who will arrange for tent.

5. Recruit assistants, including local non-horse people who

enjoy young people, to help with transportation, meals and

/ or meal delivery.

6. Work out understanding of all financial arrangements and

payment schedules with Organizer and Rally Treasurer.

Housing and meals / refreshments are always major

expenses which need careful attention and tight control.

Put together an accurate budget for the Organizer’s, RS’s

and Treasurer’s approval. This is very necessary in order toset a realistic rally entry fee.

Once approved, make reservations and get commitments in

writing ASAP. Be sure there is a final commitment date and

cancellation clause in the agreement.

SIX WEEKS TO ONE MONTH BEFORERALLY:1. Make final arrangements or reservations for housing and

transportation for Judges / Officials Staff / RSs. Include

Teams, if appropriate.

2. Ask all Chairmen for list (with schedule) of personnel to

receive meals and drinks.

3. Obtain ice chests, thermoses, ice supply, etc. (See below).

Label borrowed items with owner’s name.

4. Make final arrangements for meals, snacks and beverages

with a food service, caterer, a Pony Club or any

combination previously chosen.

5. Obtain meal tickets if they will be used. Coordinate

w/Secretary to include in packets. If a running list (with

food supplier) is to be used instead of tickets, have a definite

plan for identifying recipients. Make it simple and clear; be

sure that recipients and suppliers understand the

arrangement.

6. Work with Stabling Chairman to establish place in stabling

/ trailer parking area to deliver lunches, whether supplied by

the rally or by chaperones. Also find a place for a large

thermos of cool water for the teams and officials.

TWO WEEKS TO ONE WEEK BEFORERALLY:1. Give Secretary a list of your volunteers for the Rally

Program.

2. Obtain an accurate count of competitors, officials and

volunteers from Organizer and Secretary.

3. Be sure the Grounds Chairman will place trash cans near the

food service areas, and arrange for trash removal.

4. Pick up borrowed ice chests, thermoses, etc.

5. Locate a suitable vehicle and driver for delivery of meals

and refreshments.

6. If competitors are to be housed, you will now know number

of rooms needed. Assign rooms, (don’t forget the

Chaperones!) Make a list of the assignments and draw a

map of the facility, if applicable.

Both the facility manager (if a motel or dorm) and the

Secretary should also have copies of the list and map.

7. If necessary, be sure someone is meeting officials’ planes,

buses or trains. If coming in the night before rally, the TD

and President of the Ground Jury may need to visit the rally

site upon arrival and before being delivered to their lodging

in order to approve arrangements and courses. Make certain

that arrangements for dinner, breakfast and transportation to

the site the next day are in place.

If the officials are driving, be sure they know when and

where to report, where they will be staying and what

arrangements have been made for dinner and breakfast.

NIGHT BEFORE RALLY:Ascertain that all officials who are coming in are in or are

being met and arrangements for them are continuing as

planned.


26 – Eventing Organizer’s Guide Section G, page 3 of 3

MOVE-IN DAY – OR EARLY ON DAY OFRALLY:1. Be sure officials have rides to the site.

2. Arrive early.

3. If housing competitors, the person in charge of this must

also be on the grounds with directions to housing, latest

update of room assignments and map of facility.

4. Arrange to meet the caterers, food wagons or volunteers and

oversee beginning operations.

5. Arrange for drinks and cool water in stable area for Horse

Management Judges, who will be on site very early.

DAY OF RALLY:1. Arrive at least one hour before Official Rally Opening time

if you plan to serve coffee and donuts to judges / officials

and staff.

2. Ask someone to accompany President of Ground Jury

(Dressage Judge) to lunch (good job for RS or Dressage

Scribe). Don’t just leave him / her hanging around.

3. Have delivery vehicle take lunches to those judges and

officials who are unable to come to the food stations where

teams pick up their food / drinks.

4. Whatever system of keeping track of food served is used,

help the Treasurer compute the final amount to be paid to

suppliers. If applicable, obtain check for payment of food

service from the Treasurer, or have him / her pay them.

5. If the rally pays gas / mileage to volunteers who picked up

judges / officials, you are probably responsible for

approving reimbursement vouchers for this service. Be sure

to attend to this now and give completed vouchers to

Treasurer.

AFTER RALLY:1. Send thank-you notes to everyone who has helped you! This

is important! The people who help you, unlike those helping

with phases of the rally, have often driven their cars many

miles to the airport, train or bus station and opened their

homes to strangers some of them without a child in Pony

Club and often without reimbursement.

2. Check once more to be sure every bill for transportation,

housing and food is paid.

3. Return borrowed equipment.


PERSONNEL:• 1-2 assistants

• 1 or more runners / delivery person(s)

• 1-3 volunteer drivers

EQUIPMENT / MATERIALS / SUPPLIES:• Paper towels

• Hot / cold cups

• Cardboard boxes

• Lunch bags

• Tickets

• Food

• Drinks

• Napkins

• Table

• Ice (may also include ice for Vet Box; check w/Organizer)

• Ice chest, thermoses

Officials usually included:

• Technical Delegate

• Dressage Judge(s), sometimes scribes

• Horse Management Judges

• Organizer

• Rally Secretary

• Regional Supervisor(s)

• Scorers

• Announcer

• Rally property owner(s), if applicable

Officials usually included on Cross Country Day• Vet

• Vet Assistants

• Jump Judges

• Cross Country Controller

• Barn Friendly Truck Drivers

NOTE: The criteria for supplying meals during the rally to

staff must be personnel’s ability to leave their job to obtain

food. Add / subtract from the above list according to your

rally’s setup.

Section H: Communications Chairman / Announcer

Section H, page 1 of 4 Eventing Organizer’s Guide – 27

(The Communications Chairman and Announcer may be thesame person)

COMMUNICATIONS CHAIRMANJOB DESCRIPTION: This person is responsible for all

communications at the rally to and from officials and to

competitors and spectators. Good communications make for a

well-run rally!

He / she is responsible for locating, obtaining, setting up and

returning (if rented or borrowed) all communica tion equipment

for the rally, as prescribed by the Organizer. If radios are used,

this person is responsible for seeing that they are in good

working order and distributing them.

Depending on how large and complicated the rally will be, this

person may also be responsible for the following:

• At a large, multi-day rally, this person should have a

knack for working with electronic equipment (PA system,

CB / FM radios, ham radio groups, etc.) He / she must

arrange for and staff a Control Center.

• At a small, one-day rally, especially a D rally, the

Communications Chairman may also be the Announcer.

He / She can get by very nicely with a bullhorn and

Announcers’ Table.

THREE TO TWO MONTHS BEFORERALLY:1. Visit the site with the Organizer; locate the Announcer’s

Booth and / or Control Center. Plan suitable Communi ca -

tions, via PA system and / or bullhorn and radios, through -

out the grounds during rally time Frame. Include all areas

where each of the five (5) phases will be conducted.

2. Work with Organizer to locate (borrow, rent) the necessary

equipment.

3. Coordinate radios with Organizer, Cross-Country (XC)

Chairman and Fence Judge (FJ) Coordinator. Estimate

number needed for general use and XC.

• Radios are useful at any rally for communication among

officials, judges and the Rally Staff. 4 to 5 radios needed.

• Radios at key spots throughout the Cross-Country course

are essential for safety reasons. At a large rally (or Cham -

pion ships) where visibility is limited, having more hand-

held radios (25 radios) will help.

• Radios are not necessary on all XC fences at D Rallies,

where all fences are easily visible from the Start, which

should have a radio.

4. Recruit volunteers to help during the rally, including the

Announcer, if you are not also doing that job.

5. Check with Awards Chairman and Organizer about music

for the Awards ceremony. Will you have a boombox or can

the PA system play a tape?

6. Check with Hospitality Chairman for lunch and drinks for

you and your helpers. Determine who pays; volunteers

provide their own lunch and refreshments at many small D

rallies.

7. Coordinate all plans with the Organizer.

ONE MONTH BEFORE RALLY:1. Call your volunteers to be sure their plans have not changed.

Give them setup date, time and meeting place.

2. If borrowing radios, check them now to be they are

operable. Replace / repair any that are not. Make other

arrange ments if too many are defective. Have spare

batteries on hand.

3. If borrowing a PA system, check it out now to ensure it is in

good working order.

NOTE: When borrowing or renting equipment, be sure you

understand how to operate it. If in doubt, ask supplier to

explain and demonstrate operating instructions to you and at

least one of your assistants.

THREE DAYS TO ONE DAY BEFORERALLY:1. Meet volunteers at the site.

2. Pick up the equipment if it is borrowed or rented. Set up and

test the PA system or bullhorn. Check radios: if using FMs

charge them overnight the night before rally; if using radios

requiring batteries, be sure the batteries are fresh and have

some spares. Replace any defective equipment now.

3. Check with Grounds Chairman to make sure the

Announcer’s Booth and / or Control Center is furnished

with at least one table and necessary chairs.

4. Review Human and Equine Emergency Plans with

Organizer.

DAY OF RALLY:1. Arrive EARLY.

2. Meet with volunteers, review final plans, check equipment.

3. Run radio check with the Organizer, Secretary, Technical

Delegate, President of Ground Jury, emergency personnel,

Information Center, Rally Headquarters and stable area.

4. Be prepared to stay ALL DAY.

5. Return all equipment at the end of the day.


28 – Eventing Organizer’s Guide Section H, page 2 of 4

AFTER RALLY:1. Return or store all equipment not taken care of the day of

rally. Don’t forget to remove batteries, if appropriate.

2. Attend Wrap-up Meeting as scheduled by Organizer

PERSONNEL:• 1-2 assistants. to help set-up and take-down / put away

• 1-2 assistants to help you the Day of Rally.

EQUIPMENT / MATERIALS / SUPPLIES:• PAs, stereo / speakers

• Bull horn

• Up to 25 FM / CB radios (multiple channels preferable)

• Vehicle and / or shelter for Announcer’s Booth and / or /

Control Center

• Tables & chairs for the above, as needed.

• Clipboard

• Paper and pencils

ANNOUNCER:JOB DESCRIPTION: This person is the voice of the rally. He

/ she is responsible for the flow of rally information to

competitors, spectators and officials throughout the day. The

Announcer must be a calm and friendly person with a clear,

pleasant speaking voice, familiar with use of microphones,

radios etc. capable of wording information in a concise,

constructive way. A sense of humor and understanding of the

rules of the sport and Pony Club are also a big help!

SIX WEEKS BEFORE RALLY:1. Determine with Communications Chairman (if that is not

also your job) who secures PA system or bullhorn. If this is

your job, make arrangements to borrow or rent equipment

now; otherwise, learn where equipment will be located the

day of the rally.

2. Plan use of personnel and equipment. The Announcer

should be physically accessible to everyone. Speak ers

should be sited so that announcements are audible in both

spectator and stable areas.

3. Have a relief assistant capable of taking accurate

announcements to be made.

THREE DAYS TO TWO DAYS BEFORERALLY:Check with Communications Chairman (if that is not also your

job) to be sure Announcer’s Booth, PA system or bullhorn, and

radios are being assembled and will be ready for you the Day

of Rally.

DAY OF RALLY:1. Arrive EARLY, with supplies.

2. Test the equipment and radios. Learn who has radios and

their locations, identifying yourself as Announcer. Include

Information Center, Rally Headquarters and Stable area as

well as key personnel in the initial radio check.

3. Coordinate Official Rally Time with Secretary, Organizer,

Technical Delegate (TD) and President of the Ground Jury.

Set your watch to agree with it. If possible, Official Rally

Clock should be placed where you can easily see it and the

public. Check this with Secretary.

4. Get updated program and order of go from the Secretary.

Read it carefully. Check for accuracy.

5. Meet your assistant(s); coordinate plans and announcements

with the Organizer and phase Chairmen. Confirm locations.

Know where everything is located.

6. Be a self-starter. Avoid too much chatter. Be informational.

Avoid preferential treatment of local teams, your own

children and their friends.

7. Do not accept changes in schedule from anyone except

Organizer or Secretary.


Section H, page 3 of 4 Eventing Organizer’s Guide – 29

EXAMPLES OF TYPICALANNOUNCEMENTSGeneral Announcements:

• “Good Morning,” state Official Rally Time.

• “Team Packets may be picked up at…”

• Give locations of the various facilities, i.e., food booth,

scoreboard, bulletin board,

• Lost and Found

• Give directions for parking and keeping aisles clear.

• “Small children must be kept under hand control of a

responsible adult at all times.”

• Dogs are either not allowed or must be on a leash.

CHECK WITH ORGANIZER AND MAKE AN -

NOUNCE MENT.

• Unauthorized assistance information should be given

throughout the competition.

• Announce “neutral zones” for parents, as per instructions

from the Organizer and Chief Horse Management (HM)

Judge.

Turnout Inspection Announcements:

• Locations of Turnout Inspection (TI) may need to be

announced to competitors.

• Determine time and locations from the program or check

with the Organizer or Secretary. This NOT a spectatorphase.

• Parents, DCs and other spectators may observe Turnout

Inspection only from outside the roped-off area.

Dressage:

• “Official rally time is....”

• “The first dressage ride will be at (30 min. before)”

• Remind parents / spectators to stay behind ropes for

arenas – even for photos and videos!

• ONLY if requested by Organizer or Dressage Chairman,

to help keep things on time. If not sure, ask! “The first to

go in Arena will be number ___, number___will be on

deck”

Repeat for all arenas.

• Give 30 minute notice for Briefings / Critiques of

competitors and Fence Judges. Repeat Official Rally

Time.

• Repeat announcements at intervals to keep things running

on time.

• Announce location of Cross-Country warm-up area and

time of first Cross-Country ride.

• At the conclusion of Dressage thank all of the volunteers.

• Announce time, location (may be in stable area) of

posting of first Horse Management scores

• (Turnout Inspection, Set-up) and final Dressage scores for

competitors’ review. Scorers should give you thisinformation. This may be a good time to remind parents

that only Team Captains may make Inquiries or Protests.

• Final results of each phase will be posted on large public

scoreboard after 30-minute protest period has expired.

Cross Country: (XC) (It is NOT necessary to have a runningcommentary during XC)• Repeat announcements about unauthorized assistance and

small children and pets / safety. Announce that spectators

must stay out of the way of horses and obey the Fence

Judges. Announce each rider as they start and finish and

if possible, during several points on the course by saying

that Rider # has just passed fence number___on his way

to the_____.

• DO NOT announce accidents on cross country. Call for

the EMT if necessary, but only if he or she cannot be

reached by radio. If YOU stay calm, everyone else is

more likely to follow your example!

• Announce any official breaks in schedule, Official Time,

time of official Stadium Jumping course walk, and time

for start of SJ.

• Before last rider, remind fence judges that they must not

leave the course until dismissed, and remain on the

grounds for 30 minutes after scores are posted for

competitors’ review. If they are to meet for refreshments,

announce the location.

• At the conclusion of Cross-Country, thank all of the

volunteers.

• Announce the posting of scores for Cross-Country,

followed by the official rally time. Again, scorers shouldinform you when scores are posted for competitors’

review. If they do not, remind them to do so.• After the 30-minute waiting period, announce the

dismissal of the Fence Judges and thank them.

• Announce the location and time of Stadium Jumping,

Order-of-Go, and location of the warm-up fences.

Stadium Jumping:

• Encourage competitors to enter the arena as soon at the

last horse has completed its round.

• Give name of rider, horse and team.

• Announce jumping penalties and time after each ride.

• If rider is eliminated, give the reason. Be sure you are

near the judge or someone who KNOWS the reason!


30 – Eventing Organizer’s Guide Section H, page 4 of 4

Parade of Teams / Awards:

• The Parade of Teams may be held mounted or unmounted

either before or after Awards. Determine which from

Organizer. Inexperienced D teams will need help

assembling and parading. You and the Awards Chairman

may need to “walk them through” the Parade. Therefore,

be sure you understand how they ride (four horses

abreast, the SM walking and carrying the club or regional

banner).

• Learn order of teams for the parade (some regions have a

traditional order, i.e., ascending by date of official

recognition of club; obviously, this is applicable only

when team members are all from one club). Announce

name of each team as it passes.

• Introduce the Awards Presenter(s).

• Announce placings backwards, give the placing and

score, then team name, name of team members and

riders’ mounts. Don’t forget the Stable Manager!

• If a victory round is authorized at mounted awards,

encourage caution.

Final Announcements:

• Lost and Found—check with Organizer and Secretary.

• “Thank you” to officials, volunteers, landowners, etc.

• Give clean-up instructions, as requested by Organizer and

phase Chairmen.

• Remind all volunteers to turn off electronic equipment

and return it to place they received it.

• Turn off your own equipment and return the equipment.

AFTER RALLY:1. Return any borrowed equipment.


PERSONNEL:• A runner is useful, but not necessary if you have radios.

EQUIPMENT / MATERIALS / SUPPLIES:• Pencils

• Paper

• Paperweights (rocks)

• Clipboard

• Clock or large watch (Rally Clock is often with

Announcer)

• Stopwatch

INFORMATION NEEDED:• Updated program be sure you are kept informed

• Order-of-Go for each phase

• Cross-Country map

• Human and Horse Emergency Plans

Section I: Chief Scorer

Section I, page 1 of 2 Eventing Organizer’s Guide – 31

EVENTING RALLY CHIEF SCORERJOB DESCRIPTION: This person is responsible for setting

up the master working and posting scoresheets, doing the

calculations, and posting the results of the competition. He /

she should be experienced in both Eventing and Pony Club

scoring and be able to forego watching his / her children ride

each phase in the interest of the expediting, calculating, and

posting of scores.

TWO MONTHS BEFORE RALLY:1. Obtain current copies of USPC Rules for Eventing Rallies

(USPC Eventing Rulebook) the USPC Horse ManagementHandbook. Obtain an online copy of the current “USPC

Eventing Annual Newsletter” and any addenda to either the

Eventing Rulebook or Horse Management Handbook. You

must have all of these in the scorers’ booth for reference.

2. If you use Dressage Conversion Tables, locate those current

for the tests being used at rally.

3. Make sure a current USPC Eventing Organizer’s Kit has

been ordered. It will contain a copy of all scoresheets to be

used at the rally.

4. Check with Organizer for location of Scorers’ Office. It

must not be in the flow of traffic, and should be marked

“OFF LIMITS” to all except for officials’ information. It

must NOT be an officials’ assembly area or used for hearing

Inquiries / Protests.

5. Check with Organizer / Grounds Chairman to determine

who is supplying scorers’ table and chairs. Be sure table is

large enough and that there are enough chairs.

6. Assemble crew of people who enjoy working together and,

if possible, are also experienced. It is better if they are not

all from the same club.

7. Work with Grounds Chairman to find a suitable place for

the scoreboards (public and stable area).

8. If possible, organize computer scoring with printing capa -

bili ties with possible USEA Live Scoring.

TWO WEEKS BEFORE RALLY:1. After entries have closed, determine from Secretary how

many master scoresheets – both small (working / stable area

posting) and large (public posting) – and master cross-

country scoresheets will be needed, and who will duplicate

them. This will probably be the Secretary’s job; if so, learn

when and where you can pick them up.

2. If this is a Championship-qualifying rally, read USPC

Event ing Championship qualifying rules carefully and learn

from RS whether the region has any additional qualifi -

cations for USPC Eventing Championship participa tion. If

other regions are also competing, be sure they are sending

scorers to keep track of their riders, using their own

specifications. Be prepared to calculate individual scores, as

prescribed in the USPC Eventing Rulebook. With RS,

determine before rally exactly how to score individual

HM for Championship qualification.

ONE WEEK TO TWO DAYS BEFORERALLY:1. Obtain all master scoresheets listed above from the

Secretary / Organizer. Learn number of teams entered.

Check carefully to be sure you have enough scoresheets.

2. Gather scoring supplies. (See following).

NIGHT BEFORE OR EARLY DAY OFRALLY: (after teams are in, after Jog out)

1. Obtain a copy of the rally program from Secretary with

teams’ information, including last-minute changes.

2. Set up score sheets, using the following guidelines:

• Teams should be listed both in the program and on the

scoresheets in divisions / levels (i.e, Novice, Beginner

Novice, etc.) in the order in which the divisions will ride.

• Within the divisions, teams should also be listed in the

program and on your XC Master Scoresheet and will

come in on the XC Fence Judges’ sheets in their riding

order as drawn by Organizer. This is called the Order-of-

Go.

• Within the teams, riders are listed in the order in which

they ride.

• The Stable Manager is always listed last of each team,

and his / her number is a multiple of 5, even on 3-person

teams. Be sure to * the Captain as listed on the team entry.

If a captain is not indicated, ask the DC or RS of the team

who the captain is before you start.

DAY OF RALLY:1. Follow the guidelines set forth in the current USPC

Eventing Rulebook for scoring all five (5) phases and the

final placings.

PLEASE NOTE: When computers are used for scoring, the

USPC posting scoresheets should also be used. The

computer printouts are not “spectator friendly”, i.e., print is

too small and printout difficult for many people to

understand.

Section I: Chief Scorer

32 – Eventing Organizer’s Guide Section I, page 2 of 2

AFTER RALLY:1. Give a copy of the small (working) master scoresheets to the

RS to send the Chairman of the USPC Eventing Committee,

or send it your self, as directed by the Organizer.

2. Attend the Wrap-up Meeting as scheduled by the Organizer.

PERSONNEL:• 2-3 Assistant Scorers

• 2-4 Couriers

EQUIPMENT / MATERIALS / SUPPLIES:• Current USPC Eventing Rulebook w/Addenda

• USPC Horse Management Handbook w/Addenda

• “USPC Eventing Annual Newsletter”

• USPC scoresheets – small for working, large for posting

• Eventing Organizers’ Kit

• Two calculators with tapes; extra tape and batteries Two

hand held calculators w/fresh batteries Staplers with extra

staples staple gun, heavy clips (for posting)

• Computer

• Printer

• Pens, pencils, erasers, sharpener

• Indelible markers (different colors for each division if

possible)

• Push pins, masking tape

• White-Out, correction tape, or blank labels

• Scratch pads, index cards (for messages)

• Paper towels

• Plastic cover for scoreboard in case of rain

• Trash container

Section J: Dressage Chairman

Section J, page 1 of 3 Eventing Organizer’s Guide – 33

EVENTING RALLY DRESSAGECHAIRMANJOB DESCRIPTION: This person must take complete charge

of the Dressage phase of the rally. He / she is responsible for:

• Having access to and being familiar with the current

USPC Rules for Eventing Rallies USPC EventingRulebook) and Horse Management Handbook.

• Supervising the Dressage phase of the Rally (being there

in person)

• Coordinating all personnel for this phase

• Setting up and roping off the Warm-up area and Arena.

• Equipping the Judge’s shelter

• Preparing the Judge’s clipboard with the appropriate tests

• Taking down and storing arena(s) and letters

• The Dressage Chairman must always work closely with

the Organizer, Secretary, Chief Horse Management

Judge, Grounds Chairman and Hospitality Chairman, and

when using same area as Stadium Jumping (SJ), with that

Chairman.

• He / she must be well organized and able to devote one

complete day prior to rally and possibly another day after

the rally to this job.

FOUR MONTHS BEFORE RALLY:1. Obtain and read the current USPC Rules for Eventing

Rallies (USPC Eventing Rulebook) and Horse ManagementHandbook (Organizer and Secretary should have copies).

Make copies of specifications as necessary.

2. Visit site with Organizer, determine the size (large or small),

type (rope is not acceptable) and location of the dressage

arena(s). If possible, run arena N-S so that judge is not

looking into sun.

3. Consider competitors’ flow, in relation to Turnout

Inspection (FI), the Warm-up area and areas for spectators

15 meters (50 feet) back from all sides of the arenas.

4. Determine where arena and letters are stored or may be

borrowed. Check for completeness; repair and paint if

necessary.

5. Work with Grounds Chairman to arrange for:

• A shelter for the judge (a clean horse trailer without a

center divider is fine) a table and 2 chairs and equipment

to service the arena (rakes, light shovels, manure baskets).

• The signs you will need., which must be made in advance.• Position a portable toilet near the area, if a restroom is not

nearby.

TWO MONTHS BEFORE RALLY:1. Establish a plan for setting up the arena, if that is part of

your Rally assignment.

2. Be sure Organizer / Secretary has ordered a copy of each

test to be ridden. Make sure there are extra tests in case

some are ruined.

3. Give the Hospitality Chairman an estimate of the number of

personnel who will need drinks and or lunch. Be sure that

lunch is provided for the Judge(s) (and sometimes Scribes,

depending on time of day). If the Regional Supervisor (RS)

is taking care of the Judge at lunch time, be sure to include

him / her in your count.

4. Plan for flowers or shrubs for dressage arena if you intend

to use them. A listing as a sponsor or free ad in program may

encourage a local nursery to lend some for the day, provided

they are returned in good shape. Make arrangements for

moving them to the site and watering plants until they are

returned. Coordinate with SJ Chairman (and XC at multi-

day rallies) who may also want to use plants.

PRE-RALLY VISIT BY TECHNICALDELEGATE (about six weeks before rally):

1. Prepare complete organizational plan. Review questions

you may have.

2. Be sure you or Organizer has located a knowledgeablehorseperson familiar with Dressage Warm-up to be Warm-

up Steward for this phase. Contact that person and give him

/ her a copy of Dressage Warm-up Steward’s job description

from this guide.

ONE MONTH BEFORE RALLY:1. Collect supplies. (see below)

TWO WEEKS TO ONE WEEK BEFORERALLY:1. With the Secretary and Organizer, schedule starting times

for Dressage. Refer to Appendix.• If using two judges, be sure to divide the riders on each

team evenly between the two. This can be tricky. If in

doubt, ask someone who is experienced in USPC team

scheduling to help or to check your schedule.

• When scheduling several levels (Beginner Novice,

Novice, etc.) at the same rally, several different dressage

tests will be ridden.

• Do not skip from one (test) level to another in the same

arena. Complete each level before going to the next.


34 – Eventing Organizer’s Guide Section J, page 2 of 3

• At most D Rallies, all competitors can ride the same

Dressage Test, since there is usually one Dressage Test

in common for both D-2s and D-3s. Scoring is much

simpler.

2. Give this schedule (called Order of Go) to the Secretary or

Program Chairman. Make several copies for Warm-up and

Starting Stewards, the Judge(s)’s clipboard, and the Rally

bulletin board.

3. Obtain list of volunteers from Rally Secretary (there are

usually 2 per team). Recruit the necessary staff prior to day

of rally. If possible, phone them to confirm their jobs.

4. Set date and time to meet volunteers to set up Dressage

arena and Warm-up area and rope off areas.

5. Arrange to meet Day-of Rally help (gatekeepers, stewards,

scribes and runners) at least one hour before the first

dressage ride. NOTE: Be sure the Warm-up Steward is inplace before the first rider enters the Warm-up Area.

6. Assemble all equipment; if there is anything missing,

locate it now.

7. Be sure tests have been duplicated in correct numbers for

riders per level and know where they are stored. Make

certain there will be extra tests for each level.

8. Mow, check footing, fill in holes and water arena if it is

grass. Weather will determine mowing dates. If using sand

arena, arrange for equipment to drag it.

9. Be sure of Announcer’s and loud speakers’ locations.

Speakers too close to the arenas are distracting.

10 Check with Grounds Chairman for location of signs and

waste cans. Collect signs from him / her if you are to set

them, or see that they are set.

ONE DAY BEFORE RALLY:1. Arena must be set. Mow (grass) or drag (sand). Place letters.

Be present for TD & President of the Ground Jury to checkarena. Be ready to make any adjustments requested.

2. If using a Warm-up Arena, set it at this time. Otherwise place

signs and ropes for Warm-up Area.

3. Set up Judge’s shelter(s) with table and chairs at C. Check

USPC Eventing Rulebook and Appendix of this Guide for

location. If using a trailer with a ramp, set trailer at least 5

m. from arena. Put ramp down and make sure there is plenty

of room for a horse to pass between the ramp and arena.

4. Rope off the arena from the public by 15 meters (50 feet) on

all sides.

5. Place signs, trash cans and flowers (if used).

6. If watering the arena or using flowers / shrubs which must

be watered, do so now so that footing will not be slippery

for the tests tomorrow.

7. Check with Rally Secretary for last minute scratches. Update

all necessary lists and scoresheets.8. Make up each Judge’s

clipboard with tests. Fill in the rally name and Judge’s

name only. Do not fill in name & number of competitor.Include some extra tests.

9. Set up a supply container (shallow soda boxes are good) for

each arena and leave on grounds in a secure place –

probably Rally Headquarters. (This assures that you won’t

leave them at home!) See list at end of this section for

contents.

DAY OF RALLY:1. Arrive early. If a radio is assigned to you, pick it up and

check it out.

2. Synchronize your watch to Official Rally Time.

3. Deliver a supply container (see 9. above) of appropriate

contents to each arena shelter.

4. One and a half (1 1 / 2) hours before the first test:

• Meet Warm-up Steward and check that he / she knows

what to do.

• Make sure he / she is in the Warm-up area before the first

rider arrives there.

5. One Hour Before the first Test:

• Assemble the rest of your crew.

• Review assignments.

• All personnel (other than Warm-up Steward) should be in

place fifteen minutes before the first test.

• Greet the Judge(s)

• Introduce him / her to scribe(s).

• Make sure they know where the toilets are located.

• Ask what they prefer to drink.

• Inform them where lunch is being served and who will

accompany them. (Perhaps the RS).

6. MAKE EVERY EFFORT TO START ON TIME AND

STAY ON TIME!

7. Coordinate delivery of refreshments to personnel with

Hospitality.

8. Be readily available to all personnel at all times.

9. Let the Rally Secretary know when you will be away from

your post for any length of time and who will cover for

you.


Section J, page 3 of 3 Eventing Organizer’s Guide – 35

10. Monitor and maintain condition of the arena (drag, rake,

water) provided you can do so without creating slippery

conditions.

11. When using a second Dressage Judge, who may leave

immediately following the 30-minute protest period, be

sure he / she has a Reimbursement Voucher and / or has

made arrangements for payment.

12. After the final ride, promptly organize your Take-Down

Crew with truck. If the same area is to be used for Stadium

Jumping, be prepared to make necessary adjustments

immediately. Coordinate with Stadium Jumping Chairman.

13. If sharing flowers / shrubs with SJ, coordinate with the SJ

Chairman how and when they are moved.

14. Thank every member of your crew!

AFTER RALLY:1. If not already done:

• Take down and store or return arenas, letters, etc.

• Remove, return or store Judge’s shelter.

2. Return borrowed flowers / shrubs. Coordinate w/SJ / XC

Chairmen, if they are sharing.


PERSONNEL:• Warmup Steward

• Collecting Steward

• Scribe(s)

• Runner(s)

• Setup crew (2+)

• Takedown crew (2+)

POSSIBLE SIGNS:• QUIET PLEASE

• ARENA CLOSED

• ARENA I / BELL

• ARENA II / WHISTLE

• TURNOUT INSPECTION I

• TURNOUT INSPECTION II

• At Championships, NO WHIPS BEYOND THIS POINT

EQUIPMENT / MATERIALS / SUPPLIES:• Arena(s) w/letters

• Judges’ Shelter(s)

• Tables and chairs for above

• Flowers / shrubs

• Rakes, light shovels, baskets

• Radios

• Measuring tape to measure whips*

• Copies of rulebook showing permitted bits*

• Judge’s Supply container (shallow beverage cartons).

Contents:

• Clipboards w/tests (include extras)

• Clipboards w/Judge’s sample test

• Pencils (Several, w/erasers)

• Pencil sharpener

• Bell / whistle

• Stopwatch

• Paperclips

• Paperweights (clean rocks)

• Bug spray

• Snacks / drink(See Hospitality ChaiRman.)

• Up-dated Order-of-Go

* These should have been previously checked by Horse

Management at Turn out Inspection

Section K: Dressage Warm-up Steward

36 – Eventing Organizer’s Guide Section K, page 1 of 1

EVENTING RALLY DRESSAGEWARM-UP STEWARDJOB DESCRIPTION: This person is responsible for monitor-

ing the dressage warm-up area for safety, traffic control and

unauthorized assistance. He / she must be a knowledgeable

horseperson and understand the purposes and pitfalls of Dres-

sage Warm-up.

Although it is not as necessary as in the jumping phases, it

helps to have a Collecting Steward to direct the riders to their

arenas, especially if the arenas are out of sight of the Warm-up

area.

It is neither steward’s job to see that the riders get to their

respective arenas on time. That is the responsibility of the

riders and their teammates.

SPECIFIC DUTIES:1. Have a knowledge of the Warm-up rules and be willing to

enforce them. (see current USPC Rules for EventingRallies).

2. Riders will arrive in the Warm-up area mounted, having just

come from Turnout Inspection. The rider may make minor

tack adjustments during warm-up, but if major changes are

required, the rider must report back to the Horse Manage -

ment area.

3. Make sure that each rider is riding safely in the Warm-up

area. Riders should understand how to pass safely (i.e. when

passing another rider going in opposite directions, pass left

shoulder to left shoulder; when overtaking another rider,

leave plenty of room). Look out for problems before they

arise.

4. Notify a member of the Ground Jury or the Chief HM Judge

of any serious problem.

5. Be aware of medical and veterinary support in case of an

emergency. In case of a fall, ask that they verify horse and

rider are safe to continue.

6. Longeing is not allowed in the Warm-up area. It must be

supervised by and is subject to Horse Management rules.

Section L: Cross-Country Chairman

Section L, page 1 of 4 Eventing Organizer’s Guide – 37

EVENTING RALLY CROSS-COUNTRYCHAIRMANJOB DESCRIPTION: The Cross-Country (XC) Chairman is

the coordinator of all Cross-Country preparation and person-

nel. He / she must be able to work closely with the Organizer,

Course Designer, Course Builder, Technical Delegate, and

landowner. The Cross-Country Chairman should have a copy

of and be very familiar with the current USPC Rules for Event-ing Rallies (USPC Eventing Rulebook) and USPC HorseManagement Handbook as well as the course(s) being used, its

condition and development.

The job can be broken down into two areas and may be divided

between two people:

• Cross-Country course preparation.

• Actual running of the phase.

The Organizer and / or landowner is often responsible for the

cross-country course development.

This Chairman will need a LOT of help throughout the

planning and implementation of the rally. He / she should be an

optimist with lots of energy who is able to work with all kinds

of people. Cooperation with the other Chairmen in

coordination of effort is very important.

The Organizer and this Chairman must work out between them

exactly what responsibilities the job entails, and be certain that

no work is left undone or duplicated because of

misunderstandings.

MOST IMPORTANT: This person must be aware and

make sure that everyone involved in developing the course

is aware that (almost always) the cross-country course is

only being “borrowed”. Therefore, permission must be

granted from the course or landowner, if they are not the

same, before any brush, trees, etc., are cut, any cross-

country fence is altered or repaired or any new cross-

country fences are built. Make certain that all fences are

accessible to emergency vehicles or that the landowner will

allow you to make them so.

SIX MONTHS BEFORE RALLY:1. Set up a meeting with the Organizer, Course Designer,

Course Builder and land / course owner to determine:

• What land is involved

• Are livestock involved? If so, what are they? Where are

they? How does owner choose to confine / exclude them?

• Are gates to be opened? Closed? If so, where? when?

• When work can begin

2. Plan course route(s) with Organizer and Course Designer:

• At the D and Beginner Novice levels, the course can be

run around the perimeter of open fields and need not be a

large area.

• At the lower D levels, all obstacles should be in an

enclosed field and in full view of officials.

• Determine whether Dressage or Stadium Jumping (SJ)

areas overlap any of the course. If so, coordinate with

those Chairmen

3. Work with Organizer and Chief Horse Management (HM)

Judge to plan rally flow. Include:

• Safety Check area

• Warm-up area

• Start Box

• Finish Line

• Vet Check (Cool-out)

4. Do a tentative course design.

• Determine number of new fences to be built and number

needing repair.

• Make a list of materials needed to build new fences and

repair existing ones.

• Establish cost of preparing the course, including

necessary decorations (straw / hay, mulch, cedars, etc.).

5. After tentative course design is ready, again meet with land

/ course owner and go over the proposed course fence-by-

fence. Make sure owner understands and agrees on any and

all changes proposed to existing course. Try to make as few

changes as possible in developing safe appropriate courses.

Few owners welcome much alteration to an existing course.

Be tactful and diplomatic. Good courses are hard to find and

you want to be welcomed back.

6. If there is serious course building or repair work to be done,

check with Course Builder to see what he will do. If you are

responsible for any repairs or building (check also with

Organizer), you will now need some workers who can use

construction tools and drive trucks / tractors.

FOUR MONTHS BEFORE RALLY:1. Take inventory and make arrangement for repair or

replacement of the following:

• Red and white flags – enough for course, practice fences,

start and finish!

• Fence numbers

• Directional signs

• START and FINISH signs

• Standards, poles, cups and pins for practice fences.


38 – Eventing Organizer’s Guide Section L, page 2 of 4

2. Although you will get most of your workers from the

entered teams’ adult volunteers, there are three positions

which must be filled ahead of time: Fence Judge

Coordinator, Chief Timer and Warm-up Steward. Check

with Organizer about who will assign these jobs. Thepersons filling these slots must be knowledgeable,experienced and committed. The Warm-up Steward needs tobe a horseperson familiar with XC warm-up. These jobs

cannot wait for the two weeks-before-rally Closing Date

for assignment.

3. Confirm with Organizer that an Announcer, PA system and

Control Center (if necessary) are arranged.

4. Confirm with Organizer that a vet and farrier are to be on

call at all times. A veterinarian must be on the grounds

during Cross-Country and Stadium Jumping. CheckEquine Emergency plans with Organizer, includingdesignated trailer for use as horse ambulance. See“Uniform Officiation Rules.”

At rallies above the D level, there must be a veterinarian at

the end of Cross-Country to check the condition of the

horses; it is not physically possible for him / her to also treat

injured or ill horses without stopping XC.

Therefore he / she cannot be the vet-on-call or on the

grounds. Check with the Organizer to be sure who is

responsible for getting this vet.

At D and some Beginner Novice Rallies, a Chief Horse

Management Judge usually takes the place of the vet at the

end of Cross-Country. Organizers must use their own

judgement.

5. At a multi-day rally, a farrier should be on the grounds at

some specified time to reset shoes loosened or lost in travel

or on course, but not for complete re-shoeing jobs.

6. Formulate a medical emergency plan with the Organizer,

landowner, Secretary and Grounds Chairman. Be sure

someone is in charge of locating medical personnel to be on

the grounds.

7. Give Grounds Chairman a list of the signs you will need.

Decide who will place them.

TECHNICAL DELEGATE (TD)’S PRE-RALLY VISIT (about six weeks before rally):

1. Inspect course with Organizer and Technical Delegate

during the latter’s Pre-Rally Visit. If possible include the

Course Builder and landowner. Take rough course

measurements.

2. Be sure that the following is ready and / or available:

• Timing equipment (who will supply?)

• All items under Fence Judge (FJ) Coordinator’s List

(check with him / her)

• Radios (Coordinate with Communications Chairman and

F J Coordinator).

3. With Organizer and landowner, decide when cross-country

course will be closed and post sign to that effect.

FOUR WEEKS BEFORE RALLY:1. Make sure any new fences are nearing completion and final

repairs are being made to existing fences. Cut low branches,

paint or stain fences if necessary.

2. Complete repair and painting of numbers and flags. Include

standards, poles and cups for practice fences.


1. Secretary will now have complete list of teams and with

Organizer will draw for team order-of-go. Determine who is

setting up order-of-go sheets. If you have this job, be sure to

leave enough time between divisions for fence judges (FJs)

to move and answer a radio check before the next level

starts. Once completed, give to Secretary for duplication.

2. Get a complete list of adult volunteers from the Secretary.

Assign jobs. These will include:

• Fence Judges (give to Fence Judge Coordinator).

• Repair crew

• Assistant Timers (you should already have a Chief Timer,

who is also the Starter)

• Couriers to collect score sheets

Meet with:

• Fence Judge Coordinator – are plans complete?

• Chief Timer – equipment – who has it? where is it?

• XC Warm-up Steward – give this person a copy of his /

her job description

• Secretary – needs to make lots of copies of Order-of-Go

for your use.


Section L, page 3 of 4 Eventing Organizer’s Guide – 39

3. Confirm with Communications Chairman / Fence Judge

Coordinator / XC Chairman that plans are complete for:

• PA system

• Radios and radio assignments

4. Pick rocks on course, check footing, fill holes, mark

hazards, check for nails, loose boards; cut back brush.

5. Draw course map. Give to Organizer / Secretary / Program

Chairman. Prepare a large map for the bulletin board and

give to Secretary. Do not post length, speed, Optimum Time

or Time Limit until TD has confirmed.

6. Give list of Cross-Country personnel to Secretary / Program

Chairman for program.

7. Consult with Chief Horse Management (HM) Judge about

use of ice, water, etc., at end of Cross-Country. With

Organizer and Grounds Chairman, determine who is

responsible for obtaining them. If your job, make plans to

do so. If not, see 3 to 1 Days, below.

ONE WEEK TO THREE DAYS BEFORERALLY:1. Flag and number fences. Check as you go that no hazardous

hardware (nails, bolts, loose wire) is exposed to horse /

rider.

2. Halfway markers are no longer necessary, but can be helpful

to riders learning pace. Place directional markers if needed.

3. If using temporary Start Box, construct now. Check with TD

about appropriate materials. Do not use metal stakes!

4. Set practice fences and place signs and flags. You need one

vertical, one spread, and one crossed pole trotting fence.

Check with TD about safe placement of fences.

5. Place START and FINISH signs on red flags at start / finish.

6. Place all other signs.

7. Weed-whip fences and finish grooming course.

THREE DAYS TO ONE DAY BEFORERALLY:1. Check with Communications Chairman / Announcer to

ensure that all equipment is ready.

2. If it is not your job, check (again) with Organizer, Chief HM

Judge and Grounds to determine what supplies (ice, water,

etc.) will be needed at the Vet Box at the end of XC and who

will deliver them where on day of rally.

3. Check w/Hospitality to be sure cool water for humans will

be available at the end of XC.

4. Check course (drive or walk it AGAIN) to be sure that:

• It is properly flagged / numbered, practice fences are

flagged.

• Fences are stuffed with brush and decorated with flowers,

if available.

• Straw / hay bales are in place on fences.

• All fences have solid ground lines. Add rolls of brush, hay

or rails to any that do not have them

(make sure that these rails are secured).• No new holes / hazards have surfaced

5. With Organizer and course builder accompany TD on final

course inspection. Make adjustments as suggested. Be sure

to get President of Ground Jury’s approval. (May be day of

rally).

6. Be sure that Times / Distances are posted on map on bulletin

board ONLY after they are approved by the TD and

President of the Ground Jury. This may not be possible until

the day of rally.

7. Confirm that Human and Equine Emergency plans are in

order.

DAY OF CROSS-COUNTRY:1. Final check of course from Start to Finish.

2. Final briefing of personnel, one hour before start.

A. Warm-up Steward

• Be sure he / she knows job. (have a copy of this job

description in hand)

• Take USPC Eventing Rulebook along to Warm-up area

• Make certain he / she is in Warm-up area before the

first horse arrives.

B. Repair crew, equipped with

• repair truck

• repair tools

• radio

C. Couriers – Brief on how / when to pick up score sheets

from Fence Judges

D. Fence Judges – See Fence Judge Coordinator Section of

this Guide.

3. Synchronize watches with Official Time.

4. Make sure medical vehicle is on grounds, keys in ignition

and driver nearby. Be sure someone on the crew knows the

course and access to all fences and that their radio is

operative.

5. Confirm that Announcer has made radio check of FJs or that

FJ Coordinator is doing so physically.


40 – Eventing Organizer’s Guide Section L, page 4 of 4

6. Send all remaining personnel to stations at least 15 minutes

before start.

7. Stay in contact with Organizer and Announcer. Let them

know where you are at all times.

8. Thank all volunteers!

AFTER RALLY:1. Thank all volunteers – again.

2. Collect flags and numbers from course, inventory, repair

and store.

3. Check with Grounds Chairman to be sure who collects

signs. If your responsibility, collect, inventory, repair and

store.

4. Repair footing if necessary. Check with Organizer and

landowner.

5. Remove all decorations (straw / hay bales, flowers, cedars,

etc.).


PERSONNEL:• 1-2 permanent assistants

• Warm-up Steward

• Fence re setter


• Fence Judge Coordinator

• Fence Judges

• Chief Timer (Starter)

• 2 – 3 assistant timers

• Repair crew of 2-3 persons

• Vet at end of Cross-Country

POSSIBLE SIGNS:• WARM-UP AREA

• SAFETY CHECK AREA

• START & FINISH

• VET CHECK

• COOL-OUT AREA

EQUIPMENT / MATERIALS / SUPPLIES:• Current USPC Rules for Eventing Rallies• Current USPC Horse Management Handbook• Measuring wheel

• Repair vehicle

• Construction / repair tools

• Red & White flags for all fences,

• 3 practice fences, Start / Finish, and a few extras

• Fence numbers and letters

• At least 3 sets of standards, poles, cups & pins for practice

fences

• 2 radios for self and assistants (Communications may

assign others)

• Water, ice and other supplies for Vet Box (Check with

Organizer, Grounds and Chief HM Judge)

• Water for humans in cool-out area at end of XC

• Horse Ambulance with designated driver

Section M: Fence Judge Coordinator

Section M, page 1 of 2 Eventing Organizer’s Guide – 41

EVENTING RALLY FENCE JUDGECOORDINATORJOB DESCRIPTION: This person organizes the Fence

Judges (FJs) for the Cross-Country (XC) phase of the rally.

Fence Judges are the epitome of Pony Club volunteerism.

Rallies at all levels require the help of competitors’ parents,

other relatives and friends as FJs.. Rally Invitations and Entry

Forms usually ask for at least two adult volunteers per team,

whose names, job preferences and experience must be included

with entries. Many volunteers prefer to be a Fence Judge, and

will arrive with folding seats, their own food and prepared for

all sorts of weather.

The Fence Judge Coordinator must be a good organizer and

able to delegate responsibility. Advance planning is imperative.

TWO MONTHS BEFORE RALLY:1. You should have access to and be familiar with the current

USPC Rules for Eventing Rallies (USPC EventingRulebook), the USPC Horse Management Handbook and

have a copy of the current “USPC Instructions to Fence

Judges.” Familiarize yourself with the Cross-Country

course; get a map of the course(s) to be used, even if

tentative. Walk it (them) several times.

2. Coordinate order for USPC Eventing Organizers’ Kit

(which includes scoresheets and current “USPC Instructions

for Fence Judges”) with Organizer, Secretary and Cross-

Country Chairman. Make sure the Kit is ordered.

3. With Organizer / Cross-Country Chairman determine:

• Who will brief the Fence Judges (usually done by

Technical Delegate).

• How many Fence Judges will be needed, based on

• number of levels of competition

• fences per level

• difficulty of fences

• Number of score sheets and current “USPC Instructions

to Fence Judges” to be duplicated, based on number of

levels of competition and fences per level

• Who is responsible for the copying? When / where will

the sheets be available?

4. Who will supply clipboards, pencils, “baggies” (in case of

rain)?

5. Will transportation of judges to and from the fences be

needed and if so, who will supply?

6. Be familiar with equine and human emergency medical

plans. Check with Cross-Country Chairman.

7. What plans have been made for radios on Cross-Country?

Who will assign them? Check with Communications and

Cross-Country Chairmen.

TWO WEEKS TO TWO DAYS BEFORERALLY:1. Ask Secretary for list of volunteers who will be Fence

Judges. You will probably know some of them and their

experience.

2. Make the fence assignments, with several copies for

officials (Scorers, TD and Announcer). Position the FJs so

they are moved the least between divisions. Decide with XC

Chairman and / or the TD which fences might cause

problems and put experienced judges on them, as well as on

any fences out of the main flow of the course, in case of

accident or broken fence. If you have enough people, assign

two judges to these fences.

3. Set up clipboards (or see that they have been set up) with the

FJ Instruction booklets, score sheets, pencils, large

“baggies” (for clipboards) and large trash bags (for people)

for inclement weather. DO NOT PRE-NUMBER

SCORESHEETS!

4. Arrange for vehicles to deliver the FJs to their fences if

necessary.

5. If using radios, coordinate their placement with the

Organizer, Communications and XC Chairmen.

DAY OF CROSS-COUNTRY1. Hold Fence Judges’ briefing at least one-and-one-half (1 1 /

2) hours before Cross-Country with TD, Communications

Chairman, Organizer and Medical Personnel. If Fence

Judges need to be driven to their fences, meet at a place

convenient to load into the vehicles.

Make sure whoever does the briefing includes the

following:

• Roll call, fence assignments, pass out clipboards.

• Remind FJs to write their name and the fence number on

each sheet.

• FJs should write down riders’ numbers only as they come

to their fence. Don’t pre-number scoresheets.• Instruct FJs that if in doubt about an incident, to write /

draw a description – color of horse and rider’s helmet

cover are helpful

• Instructions for change of fences or equipment between

divisions.

• Be sure the TD presents (if he / she does not conduct the

entire briefing) technical instructions including:

• division colors

• explanation of refusals

• explanation of unauthorized assistance

• on-coming horse’s right of way on course and how to

handle it

Section M: Fence Judge Coordinator

42 – Eventing Organizer’s Guide Section M, page 2 of 2

• what to do (and what not to do) in case of an accident

• how to record time in case a horse is stopped

• Have the Communications Chairman explain the plan and

operation of radios

• Ask the medical personnel to discuss the plan for an

accident

• Organizer (or you, as FJ Coordinator) should:

• Explain the procedure for an injured or trapped horse

• Give instructions for picking up scores

• Remind FJs to return on time if they leave their post

during a break. The course will be held up until all Fence

Judges are back in place, thus throwing everyone off

schedule.

• Ask FJs to return their clipboards with final scoresheets

and radios by:

• remaining in place until their clipboards and radios are

picked up by a courier OR

• delivering clipboards and radios to a specified place

(Secretary at Rally Headquarters or a room, tent or area

where refreshments are served)

• Remind FJs that they must stay for a 30 minute protest

period after the last score has been posted for

competitors’ review. Tell them where to assemble, if

appropriate, and that Announcer will release them at

correct time.

• Thank them for volunteering.

2. Send or deliver FJs to their fences. Have Announcer make a

radio check to be sure all judges are in place for the start. If

taken to fences, be sure Fence Judges are picked up

afterward.

AFTER RALLY:1. Be sure Secretary has all FJs’ clipboards to put away for

another rally.

2. Return all radios to Communications Chairman, if he / she

has not already retrieved them.


PERSONNEL:• At least one adult Fence Judge per fence

• Crossing guard, if necessary

EQUIPMENT / MATERIALS / SUPPLIES:• Clipboards w/score sheets & “Instructions to USPC

Fence Judges”

• Pencils – at least 2 per Fence Judge

• Large baggies for clipboards in the rain / snow

• Large trash bags for people in rain / snow

Section N: Cross-Country/Stadium Jumping Warm-up Steward

Section N, page 1 of 1 Eventing Organizer’s Guide – 43

EVENTING RALLY CROSS-COUNTRY /STADIUM JUMPING WARM-UPSTEWARDJOB DESCRIPTION: This person is responsible for moni-

toring these Warm-up areas for safety, traffic control, the

height of fences, and unauthorized assistance.

It is most important for this person to be a knowledgeable

horseperson familiar with warming up for the jumping phases.

This person is not your usual “green but willing” volunteer.

It is also useful to have an assistant to help reset fences (with

the riders’ teammates), and a Collecting Steward to send the

riders on to the Start of Cross-Country. Check with Organizer.

As in the Dressage phase, no steward or judge is responsible

for seeing that riders get to the start of XC or SJ on time. That

is the riders’ and their teammates’ job.

SPECIFIC DUTIES:

1. Have a knowledge of the Warm-up rules and be willing to

enforce them. Know the fence heights for the warming up

over fences phases for the levels at the rally. (See currentUSPC Rules for Eventing Rallies (USPC EventingRulebook).

2. Competitors will arrive mounted in the warm-up area,

having just come from the Safety Check. Riders may make

minor tack adjustments on their own.

3. All warm-up fences are flagged and must be jumped in the

appropriate direction. At an Eventing Rally for young or

inexperienced Ds, the Warm-up Steward may be asked to

remind all riders as they enter the Warm-up area about the

correct direction to jump the fences. Check with the

Organizer, who should know the experience of the riders.

4. Try to prevent problems before they occur. Notify the Chief

HM Judge or another member of the Ground Jury if serious

problems arise.

5. Notify the medical / veterinary staff immediately in case of

a fall of horse or rider. They will need to make sure both

horse and rider are safe to continue.

6. Riders should understand “basic ring safety” (i.e. when

passing another rider going in the opposite direction, pass

left shoulder to left shoulder; when overtaking another rider,

leave plenty of room). When working over fences, riders

should not monopolize a fence.

Section O: Stadium Jumping Chairman

44 – Eventing Organizer’s Guide Section O, page 1 of 3

EVENTING RALLY STADIUM JUMPINGCHAIRMANJOB DESCRIPTION: This person must take complete charge

of the Stadium Jumping (SJ) phase of the rally. He / she is

responsible for:

• Having access to and being familiar with the current

USPC Rules for Eventing Rallies (USPC EventingRulebook) and the USPC Horse Management Handbook

• Assembling all jump equipment

• Obtaining a Course Designer (check with Organizer)

• Recruiting and supervising a set-up crew

• Setting the course

• Supervising all volunteers necessary to run this phase of

the rally

• Taking down, inventorying and storing jump equipment

after the rally

• He / she must be well organized and be able to devote at

least one complete day prior to rally and possibly another

day after the rally. He / she MUST be present the day of

the rally to oversee the phase.

FOUR MONTHS BEFORE RALLY:1. Visit the site with Organizer and select Stadium Jumping

(SJ) site. If site will also be used for Dressage, Cross-

Country (XC) or SJ Warm-up etc., coordinate plans with the

Chairmen involved. Determine earliest time course can be

set.

2. Determine levels of rally competition and tentative

schedule.

3. Obtain and read the current USPC Rules for EventingRallies. (Organizer and Secretary will have copies). Make

copies of specifications as necessary.

4. With Organizer, choose a Course Designer. He / she MUST

understand Eventing Stadium Jumping design (as opposed

to Show Jumping) and Pony Club rallies. Be sure he / she

has access to USPC Eventing Rulebook w/specifications.

5. If using local jump equipment, inventory the materials

available. Be sure you have enough rails, standards, jump

cups, red and white flags, numbers, letters and signs (Start /

Finish, etc.), without using those from Cross-Country, and

special items (brush, coop, etc.).

6. If you are building, painting or repairing the fences, recruit

help and start now. Arrange to borrow, build or order any

additional fences necessary.

7. Give complete inventory list to Course Designer. Set

deadline for receiving final design and plan schedule.

8. Be sure to have the requisite number of standards, rails and

flags for warm-up jumps. in addition to those needed for the

actual SJ course.

9. With Organizer, determine how you will recruit the set-up

crew. (You may ask friends, or use volunteers from team

entries).

TWO MONTHS BEFORE RALLY:1. If you are obtaining your own set-up crew, get them

committed to you now. Otherwise, Secretary will have list

of volunteers from team entries after Closing Date.

2. Continue to oversee the building, painting or repair of the

fences.

3. Solicit flowers and / or evergreens to decorate the course.

Try to get donations or borrow from a nursery. These may

be shared with Dressage, and sometimes with Cross-

Country (at multi-day rallies). Coordinate with these

Chairmen.

4. Determine with Organizer and Grounds Chairman what will

be used as a Judges’ stand – hay wagon, back of truck? Who

will supply tables and chairs?

5. Make certain that you have necessary tools for the repair

crew the day of rally.

6. Be sure you have use of a pickup truck or tractor with

wagon for day of set-up, especially if it is day of rally. If

possible, take down SJ fences immediately following SJ.

Parents are often willing to lend a hand at this time while

awaiting Awards. Ask for extra volunteers. (If you do not

plan to take down at this time, be sure you will also have the

vehicles on the day you do take down.).

TECHNICAL DELEGATE’S (TD’s) PRE-RALLY VISIT (about six weeks before rally):

1. Try to be present for the TD’s Pre-Rally Visit. If possible,

have a tentative course design available. Review your

personnel list, traffic flow and organizational plan with the

TD.

2. Carry out TD’s recommendations.

3. Confirm with Secretary that

• All SJ scoring materials will be copied as necessary

• A Judge’s folder will be prepared with order-of-go and

scoresheets

• A corrected program and order-of go will be supplied to

the Announcer

• A corrected order-of-go will be supplied to the collecting

steward or in-gate person

4. Confirm location of emergency vehicle for the phase. Also

location of jump crew.


Section O, page 2 of 3 Eventing Organizer’s Guide – 45

5. Inspect arena. Check for holes. Mow if possible.

6. Schedule / confirm delivery / pickup of any borrowed or

rented fences.

7. Confirm with Organizer that a knowledgeable horseperson

familiar with SJ warm-up to be Warm-up Steward for this

phase has been committed and has a job description.

TWO WEEKS TO ONE WEEK BEFORERALLY:1. Have jump equipment on the rally grounds.

2. Get a list of volunteers from the Secretary. Assign jobs. If

possible, call volunteers and confirm. Don’t forget the

previously assigned Warm-up Steward. Ask that all of them

meet for briefing at least one and a half (1 1 / 2)hours before

SJ starts.

Check w/Organizer to sure XC Timers will also be available

for SJ. If not, recruit 2 experienced timers and locate

watches with “time-out” feature (don’t keep running

internally when stopped, as with “lap” feature).

3. With Organizer, determine approximate time for start of

Stadium Jumping and give to Secretary or Program

Chairman. Although this phase is not specifically

scheduled, for planning purposes, keep in mind that riders

follow each other in drawn Order-of-Go at about 2-minute

intervals.

4. Check with Organizer that an emergency vehicle will be in

place and on time. Learn human and equine emergency

plans and location of EMT.

5. Arrange with Hospitality Chairman for appropriate lunch /

drinks.

6. Mow arena and give a final inspection.

THREE DAYS TO ONE DAY BEFORERALLY:1. Confirm that Grounds Chairman will have wagon /

umbrella table or other shelter on the grounds. Also table

and four (4) chairs.

2. Assemble supplies for the Judge. See list at end of this

section for contents.

3. If possible (area is not being used for another purpose prior

to SJ):

• Meet with the Course Designer and set-up crew to set the

course, flag and number.

• Post sign “Arena Closed”.

• Set up warm-up fences in warm up area.

• Move Judge’s stand into place.

4. Day before the rally, deliver plant material. At multi-day

rallies, move from Dressage Arena, or XC course in time for

this phase).

5. Confirm communications plan with that Chairman.

6. Be sure you have enough Order-of-Go schedules. See

below.

DAY BEFORE OR EARLY DAY-OF-RALLY:1. As early as possible, meet with Course Designer, TD and

President of Ground Jury to check the course.

2. If necessary, make adjustments. Get approval of TD and

President of Ground Jury.

3. Make course maps

• On a large poster board to be posted near arena for riders.

• Mounted on cover of Judge’s folder.

4. Post large course map, with distance, Optimum Time and

Time Limit when the course is open for walking.

IMPORTANT:• Don’t write in distance, speed, Optimum Time and Time

Limit until TD and President of the Ground Jury approvethe course AFTER it is set.

• Remember that the Ground Jury may alter the course ifweather warrants or if design is inappropriate for thelevel.

DAY OF RALLY:1. Have Announcer announce when course is ready for

walking.

2. Brief volunteers at least one hour before Stadium begins.

Give them supplies and equipment. Send Warm-up

Steward to his / her place at once. He / she must be in place

before the first horse arrives in that area.

3. Prepare Judge’s folder with course map, scoresheets and

corrected order-of-go. Have supplies (see below) in tray on

table.

4. Check that PA system is in place and Announcer ready. Be

sure he / she has a corrected order-of-go.

5. Check that Collecting Steward or in-gate person has

corrected order-of-go on clipboard.

6. If using radios, ask Announcer to run radio check between

Judge, Warm-up Steward, Collecting Steward (or in-gate

person) and Jump Crew.

7. Synchronize your watch with Official Time.


46 – Eventing Organizer’s Guide Section O, page 3 of 3

8. Escort Judge to arena. Be sure his / her watch is

synchronized to Official Time.

9. Confirm that all volunteers are in place:

• Warm up Steward

• Collecting Steward (in-gate person) with corrected

order-of-go

• Scorer for Judge with folder and tray of supplies

• Starter and Timer(s)

• Jump crew

• Pinnie collector (if pinnies are to be collected now –

check with Organizer)

10. Check that emergency vehicle and Medical Releases are in

place.

11. Report to judge that all is ready for first horse.

12. Be on hand to oversee smooth running of phase and aid

volunteers.

13. Thank the Judge and all your volunteers.

AFTER RALLY:1. Be in charge of taking down jump equipment and returning

it and other equipment to proper locations. The best time to

do this is immediately following SJ and before Awards.

2. Coordinate return of flowers / shrubs with Dressage / XC

Chairmen (if shared with them).

3. Either write a thank-you note for any borrowed equipment

or plant materials, or see that the person as-signed that job

(Secretary)has a complete list of those who should receive

them.


PERSONNEL:• Course Designer

• Set-up Crew (4-6 strong persons)

• Judge(usually President of Ground Jury / Overall Judge)

• Announcer

• Warm-up Steward


• Jump crew for day of rally

• Scorer / Scribe

• Starter

• 2 Timers

• Pinnie Collector (may be Secretary)

• Take-down crew (4-6 strong persons)

SIGNS:• START

• FINISH

• COURSE CLOSED

• WARM-UP

EQUIPMENT / MATERIALS / SUPPLIES:• Copy of current SJ specifications and rules from USPC

Eventing Rulebook• Standards, rails, cups

• Extra rails

• Numbers / letters

• Stadium Jumping Scoresheets

• SJ Time Sheets

• 6 pencils

• 6 clipboards

• Bell or whistle

• Course map

• posted

• for Judge’s folder

• 6 copies order-of-go

• 3 stopwatches w/”time out” feature (that don’t keep

running internally when stopped, as with a “lap” feature)

Section P: Awards / Parade of Teams

Section Q, page 2 of 2 Eventing Organizer’s Guide – 47

EVENTING RALLY AWARDS / PARADEOF TEAMS CHAIRMANJOB DESCRIPTION: Organized person who is willing to

order ribbons and be responsible for other awards / trophies.

May be creative for other awards and music for the Parade of

Teams / Awards presentations.

THREE MONTHS TO ONE MONTH BEFORE RALLY:

1. Learn from Organizer the number of divisions and placings

to be awarded. Ask about Horse Management (HM) awards

and participation ribbons.

2. Locate any perpetual or traveling trophies.

3. Learn from Organizer who is to order ribbons (and any

other awards). The Organizer and Secretary and / or RS

sometimes place the order early to take advantage of

reduced prices. If this has been done, ask to review the order

with them.

4. If placing the awards order is part of your job, make

selections, and prepare a budget for the Organizer’s and

Treasurer’s approval. Place order only when approved.

TWO WEEKS BEFORE RALLY:1. Check to see that delivered order is correct and complete.

Do this even if you did not place the order.

2. Follow up on any unreturned perpetual awards.

3. Ask the Organizer who will be making the presentations and

provide a list of names to the Announcer.

4. With the Announcer plan the Parade of Teams and Awards

Ceremony.

• Locate site for Awards presentation.

• Select a place to lay out awards. If you need a table

moved to site, contact Grounds Chairman.

• Decide where teams will assemble for Parade of Teams.

• With Organizer and RS determine order of teams for

Parade of Teams.

• Select the music to be used. Make sure proper equipment

is available to play the music (boombox, PA system, etc.).

ONE WEEK BEFORE RALLY:1. Organize ribbons / awards for presentation. Make certain

they’re all there!

2. Check with Organizer about plans for Parade of Teams and

Awards Ceremony and whether they will be mounted or

unmounted.

DAY OF RALLY:1. Arrive at least two hours prior to the Awards Ceremony.

2. If possible, lay out the awards for ease of presentation. A

large table is helpful, but not essential.

3. Meet with presenters. If the rally is large, you may use

several people to help distribute ribbons, the official

presenters shaking hands and congratulating team members.

4. Give the music to the Announcer and go over last-minute

details.

5. Be on hand to see that everything goes according to plan. At

this stage of the Rally, everyone is tired and just wants to

“get on with it”. You must keep things moving.

6. Young D teams will probably need help assembling for the

Parade of Teams. You and the Announcer can walk them

through it. Be sure you understand how they ride (four

horses abreast, the Stable Manager walking and carrying the

team banner).

7. Teams may also need to be instructed to move forward

when their team name is announced to receive their awards.

AFTER RALLY:1. Give a list of perpetual or traveling trophy recipients to the

Secretary and RS for the regional files.


PERSONNEL:• Any number of Presenters

• 2-3 assistants to help handle ribbons the day of rally

EQUIPMENT / MATERIALS / SUPPLIES:• Music (and sometimes equipment to play it – check with

Announcer).

• Ribbons

• Other Awards

• Perpetual and Traveling Trophies

• Large Table to set up awards (if practical and possible)

Appendix 1 – Rally Budget

48 – Eventing Organizer’s Guide Appendix 1, Rally Budget, page 1 of 1

PLEASE SUBMIT FOR APPROVAL TO: REGIONAL SUPERVISOR, REGIONAL TREASURER

______________________________________________________________________________________REGIONAL RALLY

Date: ________________________________Host / Organizing Club / Region:________________________________________

Contact:________________________________________________Telephone:________________________________________

EXPENSES: BUDGETED ACTUAL1. Facility

Fee ____________________________ ____________________________

Toilet ____________________________ ____________________________

Equipment Rental ____________________________

Tables / Chairs ____________________________ ____________________________

Radios ____________________________ ____________________________

Tents ____________________________ ____________________________

2. Officials (please list individually on back of this form)

Fee (if any) ____________________________ ____________________________

Mileage ____________________________ ____________________________

Rulebooks ____________________________ ____________________________

Housing ____________________________ ____________________________

Food (describe) ____________________________ ____________________________

Gifts ____________________________ ____________________________

Other ____________________________ ____________________________

3. Competitors

Envelopes ____________________________ ____________________________

Programs / maps ____________________________ ____________________________

Food ____________________________ ____________________________

Other ____________________________ ____________________________

4. Administration

Telephone ____________________________ ____________________________

Mailings ____________________________ ____________________________

Supplies ____________________________ ____________________________

Copying ____________________________ ____________________________

Postage ____________________________ ____________________________

Programs / maps ____________________________ ____________________________

USPC supplies ____________________________ ____________________________

5. Awards ____________________________ ____________________________

6. Miscellaneous (list on back)

TOTAL EXPENSES

ESTIMATED NUMBER OF TEAMS__________________ COMPETITORS_____________________

Divide budgeted expenses by estimated number of teams (or competitors) for ENTRY FEE.

Adjust for Rider / Stable Manager, Chaperone etc.

ENTRY FEE FOR THIS RALLY: ___________ / team ___________ / rider ___________ / SM ___________ / Chaperone

INCOME: ENTRY FEES _______________________________

DONATIONS _______________________________

OTHER _______________________________

TOTAL INCOME _______________________________

SUMMARY: TOTAL INCOME MINUS EXPENSES _______________________________

INCOME _______________________________

EXPENSES _______________________________

PROFIT (LOSS) _______________________________

Appendix 2 – Letter of Acknowledgement of Contribution

Appendix 2, Acknowledgement of Contribution, page 1 of 1 Eventing Organizer’s Guide – 49

UNITED STATES PONY CLUBS, INC.

______________________________________REGION

LETTER OF ACKNOWLEDGMENT OF CONTRIBUTIONDate_____________________________________

Name of donor _______________________________________________________Phone_______________________________

Address_______________________________________________________________Fax_______________________________

City / State / Zip _____________________________________________________ E-mail_______________________________

Dear ____________________________:

Thank you very much for your contribution of _________________________to the ____________________________________

Region of USPC, Inc.

Your contribution will enable us to ___________________________________________________________________________

(decrease fees to Rally Teams, increase endowment for upper-level candidate clinics – however your region plans to use the

money).

Thank you again for your generous support.

Sincerely,

________________________________________________

Signature

________________________________________________

Title of regional officer

P.S. Please keep this letter as substantiation of your contribution of ________________________ for which you have received no

goods or services. You may therefore take a charitable deduction for the full amount of _____________________. USPC, Inc. is

a 501(c) (3) publicly supported organization, IRS # 1358, EIN: 04-2305892. This region’s EIN # is _________________.

(Individual clubs may also have EINs).

Appendix 3 – Reimbursement Voucher

50 – Eventing Organizer’s Guide Appendix 3, Reimbursement Voucher, page 1 of 1

UNITED STATES PONY CLUBS, INC.

______________________________________REGION

REIMBURSEMENT VOUCHERNAME: ______________________________________________________________DATE:_____________________________

I request reimbursement for amounts expended by me as__________________________________________________________

in connection with __________________________________________________on (date (s)_____________________________

1. TRAVEL:

a. Mileage:___________@$._____per mile $ __________________

b. Tickets: Airline, Bus, Train (receipts must be attached) $ __________________

2. POSTAGE: (Receipts must be attached) $ __________________

3. TELEPHONE: (Attach copies of marked monthly bills) $ __________________

4. PRINTING / PHOTOCOPIES: (Attach invoice) $ __________________

5. FEE (if applicable) $ __________________

6. OTHER (Explain)_______________________________________________________________

$_____________________________________________________________________________

7. CONTRIBUTION: If you wish to donate all or part of the total of the above expenses to the

_____________________________Region, USPC, Inc., please indicate amount here: ($ _________________)

Contributions are deductible for income tax purpose as allowed by law. A letter of

acknowledgment will be sent to you for your records.

8. BALANCE DUE: $ __________________

Chair / Organizer’s Approval_______________________________________________________

(signature and position)

Send Check to: _______________________________________

_______________________________________

_______________________________________

All requests for reimbursement must be accompanied by receipts. This applies to tolls, parking, meals, copies, etc. This is an IRSrequirement for non-profit organizations.

Appendix 4 – Eventing Rally Announcement

Appendix 4, Eventing Rally Announcement, page 1 of 2 Eventing Organizer’s Guide – 51

TYPICAL REGIONAL EVENTING RALLY ANNOUNCEMENT

(Current date)

To _________________________________________________Regional DCs and JtDCs

(Your Region)

The Novice / Training Eventing Rally for this region will again be held at the (Rally location) on Sat. July ___ and Sunday, July

___. We hope all clubs will be able to send one or more teams, or will send members to form a scrambled team. The (Rally loca-

tion site) site, high on Mt. McKinley, is marvelous! The hospitality of Scarlett O’Hara and the entire Underhill Farm is well known,

and the cross-country courses are challenging but fair for the levels offered.

On June ___, we will be mailing out the Rally Invitation and Entry Forms.

CLOSING DATE: Thursday, July ___, __________ STRICTLY ENFORCED!!

Rally Organizer: Name: __________________________________________________________________

Address: ________________________________________________________________

City / State / Zip: _________________________________________________________

Phone:_______________________________Email:______________________________

Rally Secretary: Name: __________________________________________________________________

Address: ________________________________________________________________

City / State / Zip: _________________________________________________________

Phone:_______________________________Email:______________________________

This rally will be governed by the current USPC Rules for Eventing Rallies and USPC Horse Management Handbook. It is open

to C-1 through A-rated properly qualified Pony Club members.

Fees: $________ per team of four riders, Stable Manager, & Chaperone.

$_________per rider; $___ each for Stable Manager & Chaperone).

Includes meals and housing in the ____________________________ Dormitory of the nearby_______________________School.

All others – coaches, helpers, parents – should make their own housing arrangements in nearby motels listed below, bring RVs or

tents.)

Motels in area: Name: ___________________________Telephone_______________________________

Name: ___________________________Telephone_______________________________

Name: ___________________________Telephone_______________________________

Campgrounds: Name: ___________________________Telephone_______________________________

At our Fall Regional Planning Meeting, all clubs agreed to participate in running this important rally. Therefore, we hope each club

will be responsible for one of the following:

• Dressage

• Cross-Country

• Stadium Jumping

• Stabling / Horse Management

• Scoring

• Hospitality (housing and / or meals for officials and teams)

• Program (assembling, typing, copying and collating)

• Parade of Teams & Awards

Appendix 4 – Eventing Rally Announcement

52 – Eventing Organizer’s Guide Appendix 4, Eventing Rally Announcement, page 2 of 2

The Region has a copy of the USPC Eventing Organizers’ Guide, which includes job descriptions and lots of help in implement-

ing each of the above positions. We will give each club a copy of exactly what is expected with a schedule and list of personnel

and equipment / materials / supplies necessary to accomplish the job.

PLEASE RETURN THE ENCLOSED POST CARD BY __________________________________ TO LET US KNOW WHERE

YOU PREFER TO HELP, AND WHETHER YOU PLAN TO SEND A TEAM.

Example of return postcard. Should be returned to (Rally Organizer, Rally Secretary or RS):

________________________________________________________________Pony Club plans to send

_______Novice teams _______Novice competitors

_______Training teams _______Training competitors

to the Regional Novice / Training Eventing Rally to be held July ___, _________.

We prefer to be responsible for the _________________________________________phase of this rally.

RETURN BY ______________ to:

Rally Secretary_____________________________________________

Street Address _____________________________________________

City / State / Zip____________________________________________

Telephone / Fax ____________________________________________

E-mail____________________________________________________

DC’s Signature ________________________________________________________________________

Appendix 5 – Typical Regional Eventing Rally Invitation

Appendix 5, Eventing Rally Invitation, page 1 of 3 Eventing Organizer’s Guide – 53

TYPICAL REGIONAL EVENTING RALLY INVITATION(YOUR OWN REGION)

EVENTING REGIONAL RALLYBeginner Novice, Novice and Training levels

Current date_______________________________________

ORGANIZER: ______________RALLY SECRETARY:

Street Address __________________________Street Address:

City / State / Zip ______________________City / State / Zip:

Telephone _________________________________Telephone

Fax: ___________________________________________Fax:

Email: _______________________________________Email:

CLOSING DATE: ______________________________ postmark

This rally is the official qualifying rally for (Your Own) Region. Pony Club members from this region may qualify for the (current)USPC Eventing Championship only at this regional rally.

RULES: USPC Rules for Eventing Rallies (current date)

USPC Horse Management Handbook, (current date)

“USPC Eventing Annual Newsletter”, (date of publication, current year)

DIVISIONS: Beginner Novice: Novice: Training

TEAMS: Consist of 3 or 4 riders and a Stable Manager, all members rated as of Closing Date of rally, and qualified for the rele-

vant level, as per USPC Eventing Rules for Rallies (current year) and the “USPC Eventing Annual Newsletter,” (month, year).

Each team must have a chaperone, at least 21 years old, and may have a coach. The chaperone may not be a coach, and we’ll TRY

to see that he / she does not need to be a Fence Judge!

Beginner Novice, Novice and Training Level riders may NOT compete on the same team.

If your club does not have a complete team, either call other clubs to make up a scrambled team, or send in such entries to be

placed on scrambled teams by the Organizer.

Although both Qualifying and Non-Qualifying Training Level riders may compete on the same team, those qualifying must declarethemselves prior to the Rally. (Some regions have a separate policy and form for this).

Each team must supply two adult fence judges (in addition to the regional manpower requirements).

QUALIFICATIONS: The following is simply an example. Check Eventing Rulebook to be sure the qualifications are current.

Beginner Novice Level: Open to C-1 and C-2-rated Pony Club members at the discretion of their DC and Chief Instructor. D-3s

may compete ONLY with their Club Instructor’s recommendation and their DC’s permission, under Beginner Novice Rules (thereare no D exceptions at Beginner Novice Rallies).

If there are enough C-3s through A-rated Pony Club members on green horses who wish to compete at this level, they will be

placed on teams and will compete in a separate division. Please let us know ASAP if you have competitors eligible for this divi-sion.

Novice level: Open to C- -through A-rated Pony Club members, at the discretion of the DCs and Chief Instructor, in accordance

with their assessment of the horse / rider combinations’ abilities.

Training Level: Open to C-1 through A-rated Pony Club members, 12 through 21 years of age, with the permission of their DC.

Horse / rider combinations qualify by successfully completing, with no more than 20 Cross-Country jumping penalties (cumula-

tive in these TWO competitions) within 12 months of the Closing Date of the Training Rally, a MINIMUM of one of the follow-

ing:


54 – Eventing Organizer’s Guide Appendix 5, Eventing Rally Invitation, page 2 of 3

Beginner Novice-Preliminary Eventing Championships: See current “USPC Eventing Annual Newsletter” for national specifi-

cations for the current year. Also determine the prescribed method your region chooses, with your own regional specs, if applica-ble. Both must be included in all qualifying Rally Invitations. As of 2001, this information will not be included in the EventingRulebook.

The team representing ________________ Region is made up of the 3 or 4 riders gaining the best final marks (at the qualifying

option your region chooses – see current Eventing Rulebook).

The Stable Manager for the Championship team will be ________________________________ (your region’s choice).

(Regions may combine qualified riders to make up scrambled Regional teams, at each RS’s discretion.)

ENTRIES:

Each team must send to the Rally Secretary the following:

• Team entry

• Individual entries for all competitors, including Stable Managers

• Negative Coggins for each entered horse, within ____ months for (name of another state if applicable),

____ months in-state.

• Chaperone’s Duties form, properly signed.

• Eventing Coach’s Guidelines Form, properly signed, if team brings a Coach.

FEES:

• (Whatever $$ you set) per team of 3 or 4 riders, SM and Chaperone.

• Extra riders (for scrambled teams) $________ per rider, $_________ per SM / Chaperone.

• Fees (include / do not include) lunch.

• Club checks, payable to (your region), mailed with entry and accompanying paperwork to Rally Secretary.

If you include other regions, the region must decide whether to charge the visiting regions an extra fee, or give them “real jobs”

in organizing the rally. If you decide on extra fee, that must be stated here. They may also have additional Regional Specificationsfor Championship Qualification. Ask them. If so, they should be stated in the entry.

Possible additions to “Fees” information:

• $5 rebate per team for the first three teams entered. All paperwork must be complete and correctly done.

(Sometimes useful)

• There will be a $20 per team late fee for entries postmarked after Closing Date of June 25th. (Harsh but

sometimes necessary)

DRESSAGE TESTS: (Check to make sure these tests are current).

Beginner Novice Level: USEF (see current USPC Eventing Newsletter) Level Test ___ (size of arena_________________)

Novice Level: USEF (see current USPC Eventing Newsletter) Level Test ___ (size of arena_________________)

Training Level: USEF (see current USPC Eventing Newsletter) Level Test ___ (size of arena_________________)

Preliminary Level: USEF (see current USPC Eventing Newsletter) Level Test ___ (size of arena_________________)

CROSS-COUNTRY:

The (Rally location) courses are solid and straightforward at their respective levels. The Training course is USEA-recognized. The

terrain is moderately rolling, mostly wooded, with wide trails.

STABLING AND TACKROOMS:

(Describe stabling / trailer parking arrangement) Examples: All teams will work out of trailers, using a standard two-horse trailer

as a tackroom, with a limit of three two-horse trailers per team. (Necessary when space is limited)

REQUIRED EQUIPMENT:

As listed in current USPC Horse Management Handbook, for One-Day Rallies. (Check w/your Chief HM Judge for any excep-

tions / additions). Horse Management is judged at the rider’s rating level.

AWARDS:

Team ribbons at each level to ____ place. Horse Management team awards to ____ place.


Appendix 5, Eventing Rally Invitation, page 3 of 3 Eventing Organizer’s Guide – 55

DIRECTIONS: (To your rally site), probably from 2 directions)

SCHEDULE: (Saturday, July ___)

6:00 a.m. Grounds open. (Earliest time teams may arrive on rally grounds, unload horses).

6:45 a.m. Official Rally Opening (Briefing, teams may pick up packets and start setting up).

9:00 a.m. First Dressage Ride tentatively scheduled.

(Continue if you are sure of the schedule. If not, leave it at this until the teams arrive on site).

***************************************************************************

IMPORTANT: (Sometimes necessary to supply food on site). No club has yet come forth to run a Regional Food Booth for

spectators and teams. As it now stands, everyone will have to bring food from home or go to the nearest fast food shop to

purchase it. Doesn’t some club want this as an individual fund raiser? (Could be rotated from year to year). Sandwiches,

cookies, fruit and large thermoses of lemonade at a reasonable price would be a great help to parents.

Please call (Rally Secretary) (telephone #) if your club will take on this important job.

REGIONS INCLUDED IN THIS RALLY (Training level only): (List them; often used to qualify teams when neighboring

regions have only a few Training level riders and / or only one solid Training course available in the area. May also list each

region’s qualifying specs if different from Eventing Rulebook).

Appendix 6 – Team Entry

56 – Eventing Organizer’s Guide Appendix 6, Team Entry, page 1 of 1

ONE COPY PER TEAM REQUIRED -DUPLICATE AS NECESSARY

(Your Own)________________________________________REGION

EVENTING RALLYTEAM ENTRY

RETURN ALL ENTRIES AND FEES TO: CLOSING DATE: (postmark)

Rally Secretary FEES: _____ / Team / 3 or 4 riders

_____ / Ind. Rider

_____ / Stable Manager

_____ / Chaperone

Club check payable to: (Your region) Includes lunch for team and Chaperone

Club(s) (or Region): Training / Novice / Beginner Novice

________________________________________________________(circle one above)

RIDING MEMBERS: (In riding order; * denotes Team Captain)

(Jan.1) (as of Rally date)

1)________________________________________AGE_____RATING_____

2)________________________________________AGE_____RATING_____

3)________________________________________AGE_____RATING_____

4)________________________________________AGE_____RATING_____

STABLE MANAGER________________________AGE_____RATING_____

CHAPERONE_____________________________COACH___________________________________

(21 or over) (optional)

_____Team would like to be assigned a Coach for XC and SJ course walks.

ADULT VOLUNTEERS; TWO PER TEAM REQUIRED; LIST JOB PREFERENCE ON BACK

1)___________________________________Telephone #________________

2)___________________________________Telephone #________________

Enclosed for each team, appropriately signed:

( ) Chaperone’s Duties Form

( ) Coach’s Guidelines Form (when applicable)

( ) Club or Regional Check (NO INDIVIDUAL CHECKS) __________________________________________

DC’s Signature

Enclosed for each competitor, appropriately signed:

( ) Individual Entry, Activity/Rally Release

( ) Coggins & any other required documents

Appendix 7 – Individual Entry

Appendix 7, Individual Entry Form / Release, page 1 of 1 Eventing Organizer’s Guide – 57

ONE COPY PER TEAM REQUIRED -DUPLICATE AS NECESSARY

(Your Own)________________________________________REGION

EVENTING RALLYINDIVIDUAL ENTRY

COMPETITIVE RALLY AND HORSE EMERGENCY RELEASES(Name of Rally or Farm) _______________________________________________________________Eventing Regional Rally

Pony Club_____________________________________________Division ___________________________________________

Name _________________________________________________________________Sex______Age______Rating__________

(Jan.1) (Rally date)

Horse ________________________________________________________________________________Age______Sex______

It is agreed that the organizing committee of this Rally, its officials, the (Your Own) Region, (Landowner’s)Farm, (Landowners’

names) and / or their employees and the USPC, Inc., will not be held liable for any loss, accident, injury, illness to horses, riders,

owners, attendants, spectators, or any other person, corporation or property whatsoever. I hereby give permission for my child to

participate under this agreement.

Parents’ / guardians’ signatures___________________________________________________Date________________________

Parents’ / guardians’ signatures___________________________________________________Date________________________

ACTIVITY/RALLY RELEASE:

My child and I have read and understand the policies and regulations governing the United States Pony Clubs, Inc., and specifi-

cally the Rules for Eventing Rallies (current). We agree to abide by these rules at the (Your own) Regional Eventing Rally, (cur-

rent year).

Competitor’s Signature __________________________________________________________Date_______________________

Parents’ / guardians’ signatures____________________________________________________Date_______________________

DISTRICT COMMISSIONERS’ CERTIFICATION:

This Pony Club member is a member in good standing of USPC, Inc., and__________________________Pony Club, with all dues

and insurance paid as of this date. The horse entered is the regular mount of the rider, regularly ridden at local Rallies, and to my

knowledge, qualified to ride at the level entered.

SIGNATURE REQUIRED

DC__________________________________________________________________________Date_______________________

Jt-DC________________________________________________________________________Date_______________________

CHAMPIONSHIP QUALIFICATION DECLARATION:

I AM / AM NOT interested in qualifying for the USPC Championship for (current year) in this discipline.

(Please circle one).

Appendix 8 – Scheduling Turnout Inspection

58 – Eventing Organizer’s Guide Appendix 8, Scheduling Turnout Inspection, page 1 of 1

SCHEDULING TURNOUT INSPECTION AND THE DRESSAGE PHASEOF A PONY CLUB EVENTING RALLY

The following factors must be taken into account:

1. Turnout Inspection should be scheduled 1 hour before each dressage ride.

2. There is no point in setting up more Turnout Inspection stations than there are dressage arenas. There should be either a sin-

gle FI station, or an even number (2,4).If the riders are ready to ride too soon before their test, they may either warm up too

long or untack, the latter necessitating a Safety Check (in addition to the FI they have already gone through) before riding,

further complicating the Stable Managers’ job.

3. No dressage judge should be scheduled to judge more than 8 hours per day.

4. A minimum schedule should include a 10-minute break approximately every 2 hours, and at least a 45-minute lunch break.

5. A rule of thumb is to add 1-and-a-half to 2 minutes to the “Riding Time” (recorded on the front of each Test Sheet) between

rides.

6. There is seldom time for individual dressage critiques at Eventing Rallies, but judges at small D Rallies may be able to speak

briefly with each child. Be sure the Judge(s) is agreeable to this before you make up the schedule. Add 3 additional minutesto the allowed riding time per ride (printed on each Test sheet) for a critique after each ride.

7. Pony Club team competition adds a specific complication to the scheduling. In order to be as fair as possible, we either sched-

ule all riders at a level (division) at one Turnout Inspection station and under one Dressage judge, or divide the teams simi-

larly between stations and judges. The proportions should be the same for all teams in a division. What to do about 3 man

teams with 2 judges? Nothing. Can’t be helped – just try to fill out that team! Call another club – it is good for clubs to inter-

act on rally teams.

8. Be sure to ask the Judge(s)’preferences for refreshment – coffee, tea, soda, water, cookies, milk. Making up a basket with

assorted buns, cookies, crackers, tea / coffee bags, etc. the night before can be a help. When scheduling more than one arena,

stagger the breaks so that one person can supply both arenas.

Appendix 9 – Rally Program

Appendix 9, Rally Program, page 1 of 6 Eventing Organizer’s Guide – 59

RALLY PROGRAM(includes Order of Go)

(YOUR RALLY FARM) INTER-REGIONAL EVENTING RALLY(Your City, State)

(Date)

Organizer: (Your name) Secretary: (Name)

(Mailing Address) (Mailing Address)

(Mailing Address) (Mailing Address)

(Telephone / Fax #) (Telephone / Fax #)

OFFICIALS

Ground Jury: Mary Savidge, President

Spencer K. McLean

Wendy Grant

Appeal Committee: George Helwig, President

Louisa McKown

Barbara Sweet

Technical Delegate: Donald McLean, Jr. DVM

Dressage Judges: Mary Savidge

Wendy Grant

Chief Horse Management Judge: Spencer K. McLean

Assistant HM Judges: Janice Gray Lindsay, CNE

Anne Seitz, NE

Barbara Sweet, WMTN

Paula Donahue, WMTN

The participating regions have recruited and co-ordinated the volunteer personnel needed for this Inter-regional Rally – the essence

of Pony Club. They are responsible for the organization of the following phases and major jobs of the rally.

Dressage: North East Region Scorers: (Midwest) Celia Bohannon

Cross-country: South Region George Tanner

Stadium Jumping: Camino Real Region Beth Houston

Announcers: Wayne Barlow (CNE)

Jeff Milne (WMTN)

EMT:

Farrier:

Veterinarian:

We wish to thank the (land owners – name them) who have generously allowed this rally to be held on their farm. Also, many

thanks to all of you (unnamed) who made this wide-spread rally work!

Continued


60 – Eventing Organizer’s Guide Appendix 9, Rally Program, page 2 of 6

* Denotes Captain

SM = Stable Manager TEAMS:TRAINING:

Sunshine / Northeast Regions

1. Michelle Brochu B Mt. Kearsarge, SS

2. Holly Laflamme C-3 Mt. Kearsarge, SS

3. Michelle Breton * H-A Royal River, NE

5. Kristin Gunderson, SM C-1

Sharon Brochu, Chaperone

Inter Mountain Region

6. Hilary Mroz * H-A Pegasus,

7. Nancy Lee B Jericho Forest

8. Kelly McGovern B Worcestershire

9. Kara Riley B Pentucket

10. Jessie Springer, SM* C-3 Old North Bridge

Nancy Mc Govern, Chaperone; Stephanie Baer, Coach

MidSouth Region

11. Elizabeth Fahey C-1 Deep Run

12. Joan Guyotte C-2 Round Hill

13. Dani Downing * C-3 Difficult Run

15. Katie Keegan, SM B Loudon Hunt

Jackie Cramton, Chaperone

Upper Nashoba Falls

16. Lelo Reeves B Nashoba Valley, CNE

17. Callie Tenney * B Nashoba Valley, CNE

18. Amy Foss C-3 Upper Valley, WNE

19. Danielle Hodgdon C-3 Salmon Falls, NE

20. Rachel Craig, SM C-2 Nashoba Valley, CNE

Trudy Craig, Chaperone

NOVICE:

Pemigewassett Valley (Carolina Region)

21. Sarah Keefe C-2 Otter Creek

22. Jessica Phair C-1 Bannockburn

23. Jessa Hills * C-2 Sleeping Giant

25. Erin Keenan, SM C-2 Kinnikinnick

Mona Marston, Chaperone

Eastern Pennsylvania Region

26. Diane Walker * C-2 Panama City

27. Alix Chase C-2 Bay Hills

28. Heather McGinnis C-2 Tejas

29. Sarah Biron C-1 Bridlewild

30. Bonnie Fletcher, SM C-1 Iron Bridge Hounds

Anita Walker, Chaperone

Continued



TYPICAL SCHEDULE FOR A ONE-DAY EVENTING RALLY(2 levels, may be Novice / Training or 2 D levels. 6 teams, 1 Dressage Arena and Judges)

6:00 AM Grounds Open

Teams may arrive on Rally Grounds.

Horses may be unloaded

6:45 AM Official Rally opening

Introduction of Officials and Judges to Teams

Briefing by Organizer, TD, President of Ground Jury and Chief HM Judge

Stables Open

Team Packets available

Teams may set up tackrooms

8:00 AM Official XC Course Walk for both levels (led by 2 people)

9:30 AM Turnout Inspection, Higher level

Followed immediately by Lower level

10:30 AM Dressage begins, Higher level


11:30-1:00 PM Lunches available for Teams

2:30 PM Safety Check for Cross-Country,Higher level

3:00 PM Cross-Country begins, Higher level


4:30 PM Stadium Jumping Course Walk, Higher level

Safety Check for Stadium Jumping, Higher level

Stadium Jumping, Higher level


Approximately 5:30 PM Critiques, Parade of Teams and Awards.

This is a tight schedule and does not allow time for Jog-out, Turnbacks or Judges’ Critiques except at end of day. 2 judges may be

used, but remember that teams must then be equally divided between them, 2 arenas (and space for them) will be necessary and

rally expenses will be increased.

ANY WAY YOU SLICE IT, A ONE-DAY EVENTING RALLY IS A LONG ONE!



TYPICAL SCHEDULE FOR A TWO-DAY RALLYOptional —Course Walks for both Novice and Training may be held on Friday afternoon if all teams live close enough to rallysite, or all come in the afternoon / evening before the first day of the rally.

Saturday, July ___:

6:00 a.m. Grounds Open

Earliest time teams may arrive on rally grounds

Horses may be unloaded

6:45 a.m. Official Rally Opening

Introduction of Judges and Officials by Organizer

Briefing of Teams Chaperones, Coaches by TD and Judges

Stables Open: Team packets available

Teams may set up equipment

8:00 Soundness jog, in numerical order – Training competitors first

9:00 Training Turnout Inspection begins

10:00 Training Dressage rides begin

11:30 - 12:30 Box Lunches available for competitors & officials

1:30 p.m. Novice Turnout Inspection begins

2:30 Novice Dressage rides begin

4:30 Official CrossCountry Course Walk both levels (led by 2 people)

5:00 - 5:30 Stables Open to DCs, parents & visitors

6:00 Stables Close

7:30 - 8:30 Fence Judges’ briefing (adults)

8:30 Dressage / HM Judges’ Critiques

XC Briefing by Ground Jury and TD

Sunday, July ___:

6:30 Stables Open – OJ, coffee, donuts available to competitors and officials

8:00 Cross-Country Safety Checks – Training first, followed by Novice

9:00 Training CrossCountry begins, followed by Novice

11:30 - 12:30 Box Lunches available for competitors and officials

12:00 Noon Training Stadium Jumping Course Walk

12:30 Training Safety Check s begin

1:00 PM Training Stadium Jumping begins

2:00. Novice Stadium Jumping Course Walk

2:30 Novice Safety Checks start

3:00 Novice Stadium Jumping begins

3:30-4:00 Parade of Teams and Awards



Important: The Order of Go is probably the single most important piece of paper at your rally, and may be, along with the

XC map, a detached sheet and not part of the actual program. Both must be as up-to-date as possible. Make lots of extracopies of this sheet for judges and officials. The riders’ names are not included because substitutions often occur or team

members may change places in the team, but the numbers stay the same.

ORDER OF GOStadium Jumping begins at approximately 9:30 a.m. on Sunday, in the same order-of-go.

Rider # Formal Dressage X-Country

Inspection

51 7:30 a.m. 8:30 a.m. 8:00 a.m.

56 7:38 8:38 8:03

61 7:46 8:46 8:06

66 7:54 8:54 8:09

71 8:02 9:02 8:12

76 8:10 9:10 8:15

52 8:18 9:18 8:18

57 8:26 9:26 8:21

62 8:34 9:34 8:24

67 8:42 9:42 8:27

72 8:50 9:50 8:30

77 8:58 9:58 8:33

Break Break No Break

53 9:22 10:22 8:36

58 9:30 10:30 8:39

63 9:38 10:38 8:42

68 9:46 10:46 8:45

73 9:54 10:54 8:48

78 10:02 11:02 8:51

54 10:10 11:10 8:54

58 10:18 11:18 8:57

64 10:26 11:26 9:00

69 10:34 11:34 9:03

74 10:42 11:42 9:06

79 10:50 11:50 9:09

The above scheduling is for 6 teams of the same level. Scheduling for more than 1 level must allow a break between XC levels

for Fence Judges to change locations, as below.

1 9:00 10:00 2:00

6 9:07 10:07 2:03

No Break No Break Break

11 9:14 10:14 2:18



ORDER OF GO• Turnout Inspections begin one hour before first Dressage Ride in the same order.

• Safety Checks are 30 minutes before each Cross-Country ride, in same order

• Turnbacks are approximately one hour after each ride.

• Stadium Jumping begins at approximately 2:30 PM

ARENA I ARENA IIBelow, all Training rides under one Judge Below, all Novice riders ride under

(usually Pres. of Ground Jury) another Judge

No. Dressage XC No. Dressage XC

1 8:45 A.M. 11:00 21 8:45 12:15

6 8:52 11:03 26 8:51 12:18

11 8:59 11:06 31 8:57 12:21

16 9:06 11:09 36 9:03 12:24

2 9:13 11:12 41 9:09 12:27

7 9:20 11:15 22 9:15 12:30

12 9:27 11:18 27 9:21 12:33

17 9:34 11:21 32 9:27 12:36

3 9:41 11:24 37 9:33 12:39

8 9:48 11:27 42 9:39 12:42

13 9:55 11:30 28 9:45 12:45

18 10:02 11:33 33 9:51 12:48

9 10:09 11:36 38 9:57 12:51

19 10:16 11:39 43 10:03 12:54

23 10:09 12:57

29 10:15 1:00 P.M.

34 10:21 1:03

39 10:27 1:06

44 10:33 1:09

This schedule is for a rally of four Training and five Novice teams, or a possible 36 riders, using two dressage judges, which takes

about 2 hours.

The same rally (above) with one dressage judge would take about four hours, including two 10 minute breaks, the judge not

stopping for lunch break until Dressage Test is finished about 12:45 p.m. The XC starting times would then need to be altered to

suit circumstances, and the phases would overlap. Parents must be aware that every possible volunteer will be needed to staff sucha rally. There would be little time for photos.

At this phantom rally, there are 3 short (3 rider) teams. It would therefore be impossible to divide the teams similarly between two

judges. This is where Pony Club members learn that “life is not fair”, and to fill out teams if at all possible! In this case it does not

matter, because all teams in each division ride under the same judge.

The important aspect of scheduling is to allow time between teammates for each team to together prepare each team member forcompetition.. Teammates (not just the SM) sometimes accompany each other to Turnout Inspection, Warm-up or a Test.

Appendix 10 – Timing Cross Country

Appendix 10, Timing Cross-Country, page 1 of 2 Eventing Organizer’s Guide – 65

TIMING CROSS-COUNTRY AT A USPCEVENTING RALLYThe Start and Timing of the Cross-Country (XC) phase of an

Eventing Rally is critical to the success of the Rally. It is a team

effort. The Chief Timer or Starter is the Team Leader, and

should be experienced in Eventing timing and Pony Clubrallies. He / she should have access to and be familiar with the

current USPC Rules for Eventing Rallies. (Eventing Rulebook).

Try to select personnel who are not easily distracted from the

job. It is easy to miss a starting or finishing horse when you let

yourself become drawn into extraneous conversations or

activities.

The Technical Delegate(TD) should be present at the Start of

Cross-Country to be sure each person understands his / her job.

This ensures that this critical task is performed fairly and

accurately for the competition.

The Timing Station should be placed so that the Timing Team

can work out of one location with minimum movement. (If the

Starter or Finish Timer has to walk any distance to do their job,

they will be pretty tired at the end of a good day’s XC phase).

It is advisable to rope / tape off the area around the Timing

Station to prevent interference from spectators. DO NOT GIVEOUT TIMES TO ANYONE EXCEPT A MEMBER OF THEGROUND JURY OR THE TECHNICAL DELEGATE.

Personnel:

Four people is best, three is possible

• Chief Timer (Starter)

• Recorder

• Real Time Checker

• Finish Timer

Equipment:

• Table and 4 chairs

• Shelter of some sort – fly tent, back of pickup w/cap.

• Board about 40” X 32”, with several layers of wrapping or

craft paper taped on it

• Box of small self-sticking labels

• Many pens, pencils, erasers.

• Bullhorn or some piece of voice amplifying equipment so

Starter can notify riders of their position in the Order of Go

• Radio to Control Center / TD / Ground Jury / Organizer

• Minimum of four digital watches for Running Times,

synchronized to Official Rally Time, or two printing timers

with time of day watch for backup

• One for the Starter to count down each horse (with back

up)

• One for Finish Timer (with back up)

• USPC XC Time Sheets, on clipboard, as provided by

the Rally Secretary

• USPC Eventing Rulebook,• Plastic bags for clipboards and a plastic sheet for

“the board” in case of rain

Operation of the Starting and Timing Station:

There are many ways to organize timing this phase. We have

chosen a simple, straight-forward plan which anyone can

easily set up with a minimum of effort and planning.

The Chief Timer (Starter) is in charge of the Timing

Station. He / she is responsible for being familiar with the

terrain surrounding the Start Box and the Finish flags,

including the first and last fence, and the line-of-sight to the

Finish flags. Placement of the Timing Station is critical to theoperation. Prior review of the area with the Organizer and XCChairman is a MUST. Safety for competitors, their horses, the

Timing Team and any others in the vicinity of the Start Box

must be taken into consideration.

On the day of XC, the Chief Timer (Starter) must arrive in

plenty of time to set up before the time scheduled for the first

horse to be on course. Determine how riders will be sent to

Start. Can you see the Warm-up area from the Start Box? Is

there a Collecting Steward? Will you have radio contact with

him / her? Does the Rally have a Control Center? If not, who

is your contact on the XC course?

The Starter (Chief Timer) is in charge and must assure the

smooth operation of the Starting and Timing. He / she must tell

visitors, politely but firmly, that disruption of the Timing Team

jeopardizes its ability to perform accurately, which is unfair to

the competitors.

Volunteers for the Timing operation will be assigned positions

by the Starter and instructed by him / her and the TD in their

jobs. They must have time to learn their jobs and have some

hands-on experience before the first horse goes on course.

Equipment: Cut a piece of plywood to the size specified

above. One sheet of paper on this size board will cover 80

horses. Wrap the paper under the board and tape the sheets

down to the back to prevent the wind getting under the paper

and carrying it away.

Divide the paper into 4” x 4” squares. When you have a

corrected Order-of-Go for the XC phase, write these numbers

in the Order-of-Go in the squares. Have the box of small self-

sticking labels and an indelible pen on the table.

Whoever is in charge of the stopwatches should be sure they

have new batteries and are synchronized.

Start all the watches and run them for 15 minutes. There should

be no more than a second’s variation among them. Clocks for

running time should also have good batteries and be

synchronized to Official Rally Time.

Appendix 10 – Timing Cross Country

66 – Eventing Organizer’s Guide Appendix 10, Timing Cross-Country, page 2 of 2

Operation: The Starter gives the rider a verbal warning at 2

minutes, 1 minute, 30 seconds, and then counts down from 10

or 5 seconds followed by “GO!” He / she starts his Elapsed

Time stopwatch, and assures that the rider’s start is correct.

He / she then gives the Elapsed Time stopwatch to the

Recorder, who places it on the board in the square with the

competitors’ number on it. The Recorder also places a small

label with the same rider’s number directly on the watch.

When the same rider goes through the Finish flags, the Finish

Timer stops the Elapsed Time stopwatch, and gives that time

to the Recorder, who writes it in the assigned square and

removes the label from the watch.

The Real Time Checker maintains the record of actual Time

Out and Time In on a digital watch and provides these times at

the same time as the Finish Timer gives the Elapsed Time to

the Recorder, as a “check”.

The Elapsed Time on the stopwatch should be within fractions

of a second of the (actual time). The Elapsed Time on the

stopwatch will be the official recorded time.

IMPORTANT: The Elapsed Time stopwatch must continue

to run – even past the Time Limit – until the rider comes in

or until official word is received that the rider has left the

course.

032 3

64

Optimum Time1:58Time Limit15:00

1 2 3

4 5 6

7 8 9

Scratch

1:58

XC Time Sheet

Squares 4" x 4"Board 40" x 32"

(This is an example -board may be any size andconfiguration that suits yourrally's needs and space)

Timers' Table

START BOXStart

Finish

Finish

Appendix 11 – Stadium Jumping Judge’s Folder

Appendix 11, Stadium Jumping Judge’s Folder, page 1 of 1 Eventing Organizer’s Guide – 67

TRAINING

JUDGE

START

FINISH

Distance: ______Speed: ______

Opt. Time: ______Time Limit: ______

A

B

AB

C

9.

4.8.

5.1. 3.

2.

6.7.

Contents:

Stadium Jumping Scoresheets

SJ Order-of-Go

Things to remember:

Judge's Box:Stop WatchWhistleCoffee/cold drinkPencilsEraserBlanket (cold weather)

Station within earshot(or radio contact) of Judge:

Scorer(s)Jump CrewAnnouncer

STADIUM JUMPING JUDGE’SFOLDERThe illustration to the right shows a diagram of a Stadium

Jumping (SJ) course on the cover of a file folder. This is

a simple way to organize the papers necessary for this

phase of an Eventing Rally.

Distance, Speed, Optimum Time and Time Limit are list-

ed on the sketch of the course. If heights are the only

changes to the course for different levels (divisions) of

competition, the same folder can be used for the entire

Stadium Jumping phase.

The Secretary will have copied enough Stadium Jumping

scoresheets for all entered teams, and placed them in the

folder. There will also be an Order-of-Go. (The

Announcer and In-gate person should also each have a

copy of the Order-of-Go).

Deliver this folder to the Judge or the Scribe.

Appendix 12 – Qualifying Rally/USEA Horse Trials

68 – Eventing Organizer’s Guide Appendix 12, page 1 of 2

Entry FormsDCs should complete correctly filled out entries that include

the USEA entry and the rally information entry and send these

to the rally organizer at least a few days before the opening

date of the USEA event. Separate checks need to be made to

the USEA event and the Rally Secretary. The rally check

should cover any other expense that the rally needs to run the

rally. Typically, this includes the housing and travel for some

of the officials, such as Horse Management, food (if needed)

for members and staff, separate ribbons for rally, and possibly

items such as a T-shirt or any other items the region typically

provides.

Upon receipt of entries, the rally organizer should promptly

send the USEA entry information and the team information to

the USEA secretary as a unit. The USEA secretary usually

appreciates having the information correctly and promptly

completed and ready to go, so s/he is more willing to help with

time scheduling.

Since many regions allow non-qualifiers to attend a Qualifying

Rally as well, check with the policies of your region. Many

regions have an additional signed document that should be

included in the packet where the participant indicates whether

or not he/she is attempting to qualify for Championships at the

rally.

It never hurts to ask the USEA organizer if the rally partici -

pants might be able to have a slightly lesser fee since you can

promise that the horse trial will have some excellent volunteers

available to the event. Do all you can for the USEA staff in

providing willing, educated USPC volunteers for the show and

that will usually make them more willing to work with you.

Time SchedulingTypically all BN, N, T, P divisions go in the Junior divisions,

so all rally participants can be put into these divisions. If you

have competitors who are 18 or over, however, this will impact

that decision. It is critical that teams within a competitive level

have the same judge or if they must be divided up, at least half

of the team should have one judge and the other half the other

judge, so that dressage points are equitable. In order to

schedule turnout inspection times and jogs, it also helps if the

secretary can put the Pony Club members in at the bottom of

the divisions so they can have time for turnout inspection on

the first day.

It is possible that the rally will not have enough competitors in

a division to have the team makeup include only one level.

Teams may have mixed levels should this occur. D o keep in

mind that the BN dressage scoring tends to be “friendlier” and

try to balance teams level-wise should this sort of planning

become necessary.

StablingSince competitor information is being turned in all at once, it

is fairly easy to give the rally participants either a section of the

barn or a whole barn. It helps to post signs that it is a rally area.

If possible, have an explanation put into the program as well.

ScoringThe horse trial scores will serve for the competition portion of

scoring. It is necessary to keep track of the rally scores so that

you can include the Horse Management information needed

for determining final results and for the Horse Management

awards. There is a computerized scoring program available on

the Pony Club web site in the Eventing Discipline Section:

http://drpc.ponyclub.org/scoringfiles/scoring.htm. This can be

used or the horse trials scores can just be put together with the

Horse Management scores, utilizing the scoring sheets avail -

able through Pony Club for recording this information.

OfficialsAll of the key required officials, such as the TD, President of

the Ground Jury, etc., are already provided with a rally that is

combined with a USEA horse trials. In addition, all of the

required safety requirements such as ambulance, EMTSs,

emergency plan, etc., are provided as well. However, some

additional arrangements need to be made:

1. JOGS/VET BOX: A veterinarian is recommended for jogs

at the opening of the rally, before stadium, and in the vet

box after Cross Country. The veterinarian for the horse trial

is unlikely to have time to help with this, so it is usually

necessary to contact an associate of that veterinarian or to

make other arrangements. Sometimes one of the par ti ci -

pants has a parent who is an equine vet who can help.

2. OFFICIALS: The horse trial TD may or may not be able to

cover the USPC-specific section of the rally. It depends on

the TD’s familiarity with USPC and Horse Management

rules, how large the horse trials is, etc. If the TD is able and

willing, you are all set for rally issues that might be separate

from the horse trials. If not, you will need to find a know -

ledge able horse person who knows the USPC rules and

Eventing rules to be the TD for the rally for issues that

would be strictly Pony Club related. Of course, the official

TD for the horse trial would be utilized for any competition

matters other than those that are singularly related to a

USPC rally.

ORGANIZING A QUALIFYING EVENT ING RALLYHELD IN CONJUNCTION WITH USEA HORSE TRIALS

Appendix 12 – Qualifying Rally/USEA Horse Trials

Appendix12 , page 2 of 2 Eventing Organizer’s Guide – 69

Pinnies / Medical ArmbandsRiding competitors will be given pinnies as part of the horse

trials. You may be able to ask the USEA organizer for high

numbers that are not consecutive with the horse trial to use for

your stable managers. Otherwise, you will need to come up

with pinnies for stable managers that will not be confused with

the horse trial competitors (different color, higher numbers,

etc.).

All riding competitors are expected to wear USEA armbands

during jumping phases at a USEA horse trial. USPC rallies

require them to be worn at all times. Riders should put the

USPC form behind the USEA form in the armband. Stable

Managers will need to wear the armbands at all times, as well,

and should have the USPC information sheet displayed. Be

sure to include this information in the entry packet.

rally organizer’s guide for · an ideal eventing rally mix will include several small inter-or...

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